University Cashier

Aston Carter•Lexington, VA

1d•$17 - $22•Onsite

About The Position

The University Cashier manages daily receipt processing, bank deposits, check printing, and collections while providing excellent customer service to students, cadets, parents, and campus departments. This role ensures accurate cash handling, compliance with institutional and state policies, and timely processing of payments and deposits. The position also supports change fund monitoring, mail distribution, and matriculation preparation to help maintain smooth financial and administrative operations across the university.

Requirements

1–2+ years of experience in payment posting, payment processing, banking, or a closely related field.
Demonstrated experience processing incoming money and payments, including receiving funds, preparing deposits, and tracking payments in financial systems.
Strong attention to detail with a proven ability to ensure accuracy in cash handling, deposits, and financial records.
Customer service experience working with students, cadets, parents, or the public in person, over the phone, and via email.
Ability to use financial or enterprise systems such as Colleague or similar platforms for recording receipts and managing accounts.
Basic accounting knowledge sufficient to understand debits, credits, due to/due from entries, and reconciliation processes.
Ability to follow detailed written procedures, such as cash‑handling and deposit guidelines, and ensure compliance with institutional policies.
Strong organizational skills to manage daily deadlines for receipts and deposits, monthly collection activities, and annual reporting requirements.
Clear verbal and written communication skills for interacting with customers and preparing collection letters and other correspondence.
Ability to maintain confidentiality and handle sensitive financial information with discretion.

Nice To Haves

Previous experience in a university or higher‑education environment.
Experience in a structured or military‑style environment, such as VMI or similar institutions.
Background as a bank teller, banking professional, or administrative professional handling payment processing.
Familiarity with state collection processes, including working with the Attorney General’s Office, collection agencies, or Debt Set‑Off programs.
Experience using enterprise resource planning (ERP) or student information systems for financial transactions.
Ability to handle a high volume of transactions while maintaining accuracy and strong customer service.
Comfort answering detailed questions about payments, deposits, and account balances from students, cadets, and families.
Capability to explain payment processes clearly and provide guidance on resolving outstanding balances.

Responsibilities

Enter all daily receipts, including cadet receipts, into the Colleague system and ensure they are recorded to the appropriate accounts.
Monitor outside collection points to ensure they follow established deposit procedures as defined in the VAPP Manual.
Scan, file, and maintain digital and physical records of all cash receipts, bank deposits, daily cash reports, and count‑out sheets for easy retrieval.
Check bank activity daily for deposit and wire information and ensure all entries are accurately reflected in the Colleague system.
Ensure departments adhere to VAPP Manual deposit procedures and maintain schedules for outside collection points, following up when funds are not turned in on time.
File daily cash reports and session paperwork and send annual refreshers on cash‑handling policies to relevant departments.
Conduct surprise cash counts at outside collection points to verify compliance with cash‑handling procedures.
Prepare daily journal entries to correct due to/due from accounts for ACI fees.
Enter wire transfers into the bank system for approval by the Bursar.
Count cash, reconcile totals, and prepare daily bank deposits and cash reports, accurately reporting any overages or shortages.
Ensure all bank deposits are prepared and ready by mid‑afternoon each business day.
Print and post local fund, state, and payroll checks when notified by Accounts Payable and Payroll.
Obtain required second signatures on local fund checks when necessary and ensure all checks are properly mailed or distributed according to Accounts Payable instructions.
Return payroll checks to the payroll office and assist Accounts Payable in tracking and managing outstanding travel advances.
Monitor delinquent cadet accounts, including those of dropped cadets, and send collection letters as needed.
Send monthly collection letters by established deadlines and update student or cadet account holds as appropriate.
Escalate qualifying accounts to the Attorney General’s Office or collection agencies and ensure they are sent by required monthly deadlines.
Make regular telephone calls to debtors, including those in warning status, to encourage payment and resolve outstanding balances.
Submit all eligible written‑off or outstanding accounts to the Debt Set‑Off program at least once per year by the required deadline.
Maintain accurate counts and records of all accounts submitted to the Debt Set‑Off program, including adding new accounts and removing paid accounts.
Prepare and send required correspondence when notified of a Debt Set‑Off match.
Monitor areas with change funds by conducting annual cash counts and performing surprise visits to verify balances.
Record all cash counts and findings in a dedicated notebook or log to maintain an audit trail.
Distribute incoming mail to the appropriate departments on a daily basis.
Support matriculation preparation by organizing financial materials, assisting with setup, and completing assigned tasks according to the matriculation schedule.
Provide courteous and professional customer service to students, cadets, parents, and staff in person, over the phone, and via email.
Use established workflows and timelines to ensure all receipt processing, deposits, collections, and reporting are completed by their respective daily, monthly, and annual deadlines.