Financial Assistant, OJT

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Position Focus: The On-the-Job Training Program (OJT) is an employment pathway between 8 – 24 weeks in duration. This temporary assignment is available to qualified New Haven Works (NHW) members and is part of the New Haven Hiring Initiative (NHHI) joint partnership between Local 34, Local 35, and Yale University. This pathway will help members gain hands-on knowledge and work experience at Yale University. Through participating in the program, members will acquire relevant job skills and use them while integrating into their everyday work environment. The OJT experience will strengthen the New Haven Works member’s candidacy for regular, full-time employment at the University.

Reporting to the Operations Manager, the Financial Assistant, OJT provides support to a Yale University business office and is an integral member of the administrative team. Responsibilities include monitoring a shared email account, responding to inquiries and processing invoice submissions, purchase orders, check requests and supplier setup requests; processing of expense reports for business office and other staff; deposit processing; monitoring and following up on financial transactions; other duties as assigned.

Principal Responsibilities

1. Monitor purchasing email account, responding to or triaging inquiries as needed, processing invoices, supplier setups, and quotes for purchase orders (POs) upon receipt and in accordance with Yale and departmental policies and procedures.

2. Maintain supplier setups, requesting current tax forms as needed. Run and analyze list of suppliers for electronic (ACH/EFT) payments, sending form letters to suppliers as needed.

3. Monitor the status of submitted invoices, requisitions, and check requests, communicating with staff and the Financial Services Center (FSC) as needed. 4. Assist with the maintenance of recurring purchase orders, and with identification of suppliers whose activity is best supported by a dedicated PO.

5. Maintain office and toner supply inventory and place SciQuest orders for departments in the office.

6. Manage all-in-one copiers across the unit, including updating user information.

7. Serve as primary preparer for weekly deposits via Workday.

8. Assist with Transportation, Receiving & Shipping (TR&S) requests.

9. Serve as backup for tasks related to university vehicles: gas cards, emissions, registration, insurance, maintenance, annual mileage.

10. Assist with Moveable Equipment Inventory (MEI) as needed.

11. Other duties as assigned

Required Skills and Abilities

1. Well-organized self starter with the ability to work effectively with minimal direct supervision, both independently and as part of a team.

2. Demonstrated record of flexibility, initiative, thoroughness, accuracy, attention to detail, and follow-through with the ability to proactively approach tasks, issues, and challenging assignments.

3. Ability to work effectively on a variety of tasks requiring confidentiality, coordination and prioritization. Excellent verbal and written communication skills; ability to communicate with a wide range of staff members with diplomacy and tact.

4. Comfortable grasp of numbers and financial information.

5. Proficiency with computers, Microsoft Office software (e.g. Word, Excel, PowerPoint), and web-based information gathering sites (e.g. Microsoft Sharepoint, Workday) with the ability to adapt to changes in the technology and software utilized by Yale.

Principal Responsibilities

1. Analyzes and reconciles financial statements. Prepares standardized and specialized financial reports. Researches, identifies, and corrects errors through accounting transfers. 2. Serves as a source of information to staff, faculty, students and external contacts on financial policies and procedures and departmental activity. Establishes and maintains financial records and files ensuring accuracy and completeness. Monitors and may approve account expenditures. 3. May oversee and instruct support staff. May requisition supplies and equipment. May record and post data. Performs clerical functions incidental to financial activities. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Job Posting Date

07/27/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Full time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.