Accounting Associate/Cashier

University of Redlands•Redlands, CA

20h•Onsite

About The Position

The Accounting Associate/Cashier performs administrative, accounting, and cashier functions in support of the Office of Business and Finance. The position is primarily responsible for providing cashier services to the campus, overseeing the daily operations of the cashier’s office and providing key back up and administrative support to department staff. Additionally, this position is periodically responsible for reconciling and posting Colleague Enterprise Resource Planning (ERP) module data to Colleague ERP Finance Ledger daily and administrative functions within the Office of Business and Finance. Reporting to the Accounting Manager, this position is accountable for all aspects of processing all institutional departmental deposits, assisting processing student tuition payments and ensuring the university cashier office runs smoothly. Given direct access to cash and accountability for processing institutional deposits and payments, this position entails a heightened level of responsibility. The position must maintain adequate cash balances, complete all responsibilities in a timely and accurate manner, with an awareness of the impact to the general ledger (GL), while exercising duties in accordance with university policies and procedures.

Requirements

High school diploma or equivalent supplemented with two (2) years of additional college-level coursework or specialized training in a related field.
Two (2) years of experience in banking, cashiering, accounting, accounting, accounts payable, general office or a related field including a general understanding of accounts payable procedures for processing petty cash and expense reimbursements with understanding of mileage rates and sales/use tax procedures.
Strong working knowledge of Microsoft Office Word, Excel, and Outlook.

Nice To Haves

Proficiency with spreadsheets, technical support, and word processing software applications.
Knowledge and Skills: Ability to exercise discretion and work effectively with confidential information.
Ability to be a self-starter and work independently.
Excellent attention to detail and accuracy in the operation of the computer.
Well organized and able to handle multiple, competing priorities.
Ability to work independently and exercise independent judgement with minimal supervision in a fast-paced environment with changing priorities.
Knowledge of applicable federal and state laws and regulations.
Skilled in providing superior customer service and maintaining composure when conflict arises.
Ability to prepare clear and accurate reports, documents, data entries and files and adhere to standard practices of record keeping and filing.
Ability to use sound judgment in the application of policies and procedures.
Ability to communicate effectively and follow instructions, both verbally and in writing.
Excellent technical, analytical, and problem-solving skills.
Proficiency in Microsoft Office software including Excel, Word, PowerPoint, Outlook, and similar software.
Aptitude to learn new and evolving technology and recommend ways to improve position’s efficiency.
Ability to recommend appropriate courses of action within established guidelines.
Ability to foster strong, positive relationships and align both internal and external resources to achieve University goals.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Responsibilities

Performs a variety of technical accounting duties in the review, evaluation, reconciliation, and adjustment of assigned general ledger accounts.
Provides technical accounting support for various accounts and functions such as student accounts, third party billing, and account auditing.
Backs up Accounting Associate position that reviews, analyzes, and troubleshoots inquiries related to student account information such as transactions, refunds, and account adjustments on the financial system, ensuring seamless operations.
Assists with coordination and collection of cash, check and credit card payments on student accounts.
Following federal, state, and institutional privacy laws and policies the incumbent intermittently confers with students, parents, and other university staff to exchange student financial information, resolves issues, or concerns regarding student financial accounts, and initiates and receives phone calls to resolve inquiries and discrepancies.
Reconciles and posts transactions to general ledger from various subledgers through the University ERP system, identifying errors and resolving discrepancies within a timely basis.
Organizes and manage retention of system generated reports in accordance with university retention policy.
Oversees and optimize customer service experience for financial transactions for students, parents, faculty, and staff.
Manages, receives, verifies, processes, and reconciles various transactions including petty cash, cash advances, expenses, and personal checks, ensuring accuracy and compliance with university policies.
Conducts thorough review of transactions for supporting documentation, verifying appropriate GL account numbers, completeness of forms, and department authorization to uphold financial integrity.
Directs and reconciles daily cashier operations and bank deposit activity, implementing robust internal controls to safeguard university assets.
Administers the daily deposit of funds, including the balancing and reconciliation, and secure deposit of university funds.
Administers the comprehensive cash receipting process for all departmental deposits, performing rigorous physical verification of cash, checks, and credit card totals against submitted documentation to guarantee accuracy.
Processes receipt of student account payments for walk-in students making payments on their account at cashier’s window.
Coordinates Accounts Payable check review and distribution of checks on a weekly basis.
Provides essential support for daily bank activity recording, assisting the accountant with critical financial data management and reconciliation.
Prepares student payments for processing and enters payment batches into the Student Payment Cash Receipt Colleague system for application of payments to appropriate student account(s).
Contributes significantly to Accounts Payable processing, including in-depth review, vendor coding, and vouchering, to ensure efficient and accurate disbursement of funds.
Performs TIN Matching of W9 forms for vendors, as needed, ensuring regulatory compliance and data accuracy.
Processes and records journal entries into the Colleague GL system for Accounting Services, maintaining the integrity of financial records.
Establishes and maintains a robust system for accounting files and records retention, managing both short-term (vault & office) and long-term storage (Holt Hall) to ensure compliance and accessibility.
Performs comprehensive monthly reconciliation of various bank and general ledger accounts, identifying and resolving discrepancies promptly.
Maintains stringent control and accurate record of cash advances, department petty cash funds, cash boxes and credit card terminals.
Updates and continuously maintains all Business and Finance forms on myRedlands, ensuring current and accessible resources for the university community.
Performs other related duties and special projects as assigned.