General Accounting Administrator

 

LOCATION: Wayland Baptist University (WBU) - San Antonio Campus

SUPERVISED BY: Business Office Manager 

POSITION CLASSIFICATION: Non-exempt 

POSITIONS SUPERVISED: None

GENERAL RESPONSIBILITIES: The General Accounting Administrator provides administrative support to the Business Office. Verifies completeness and accuracy of work, computations, and records.  Corresponds with appropriate offices at the Plainview campus. Consults with supervisor and other personnel to resolve problems such as equipment performance, quality of work, and work schedules.  Provides related services to students and staff.  File correspondence, cards, invoices, receipts, and other according to the filing system used by the University.

SPECIFIC TASKS AND DUTIES: 

  1. Responsible for all accounts receivable.
  2. Posts student payments.
  3. Distributes credit checks.
  4. Batches credit card transfers.
  5. Prepares and sends monthly statements to students.
  6. Maintains appropriate files and documents for student accounts.
  7. Processes financial aspects of all drops/adds.
  8. Establishes and maintains interpersonal relationships with co-workers and students.
  9. Organizes, plans, and prioritizes work to meet specific goals.
  10. Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form.
  11. Answers telephone and provides information/assistance
  12. Sorts or classifies information according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  13. Locates and retrieves files upon request from authorized users.
  14. Places materials into storage receptacles such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  15. Removes or destroys out dated materials in accordance with file maintenance schedules and/or legal requirements.
  16. Inspects or examines materials or files for accuracy, legibility, or damage.
  17. Inserts additional data on file records (i.e. telephone numbers, address changes, etc.).
  18. Authorizes or documents materials movement, using logbook or computer and traces missing files.
  19. Makes copies of data and records.
  20. Faxes materials as required within the policies regarding privacy and confidentiality.
  21. Maintains file security and adheres to policies regarding privacy and release of sensitive information.
  22. Communicates effectively with supervisors and peers.
  23. Provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person.
  24. Performs necessary support for registration and graduation.
  25. Works in a cross-functional team capacity to develop, coordinate and implement the registration schedule and process.
  26. Maintains the campus operating budget under the guidance of the campus dean, to include keeping all necessary records, receipts, requisition coordination with various managerial staff, monitoring of budgetary amounts and forecasting of expenditures, provide a weekly briefing update on the budget and expenditures, process and maintains invoices, and renders budget projections for future fiscal years.
  27. Prepares requisitions for campus dean’s approval for accounts payable to be forwarded to Plainview Business Office in the bi-weekly manifest.
  28. Maintains the office safe and ensures accountability of its contents.
  29. Provides monthly depository log to Plainview.
  30. Processes returned checks and updates bookstore on students on cash only basis.
  31. Generates Aging Report letters.
  32. Generates bills for tuition assistance, VA Rehab, etc and creates a billing log for each term.
  33. Works closely with the manager to prepare for the yearly audit from Plainview.
  34. Upload/download all tuition assistance and billing to the Plainview campus per term.
  35. Prepares and deposits a daily bank deposit.
  36. Provides a weekly manifest to Plainview on deposits and batches.
  37. Acts as point of contact for all billing questions, payments concerning student accounts and applicable third parties.
  38. Checks figures, postings, and documents for correct entry and mathematical accuracy.
  39. Operates computers to record, store, and analyze information.
  40. Complies with federal, state, and company policies, procedures, and regulations.
  41. Debits, credits, and totals accounts on computer spreadsheets.
  42. Classifies, records, and summarizes numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
  43. Calculates, prepares, and issues bills, invoices, account statements, and other financial statements according to established procedures.
  44. Compiles statistical, financial, accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.
  45. Accesses computerized financial information to answer general questions as well as those related to specific accounts.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned by the Financial Aid and Business Office Manager

MINIMUM QUALIFICATIONS:

Education:

  1. High School Diploma or GED required with emphasis on office management/office skills desired.
  2. Bachelor’s Degree in Business or Accounting or related skills highly desired.

Experience and Knowledge:

  1. Experience in a university administration setting, preferably student records office or registrar office.
  2. A deep commitment to Christian Higher Education and agreement with the purposes and philosophy of higher education as promoted by the Baptist General Convention of Texas in general and WBU in particular.
  3. An understanding of and commitment to work with educational programs related to churches, businesses, industries, and the military.

Skills and Abilities:

  1. Computer application skills with Microsoft Word, Excel, and PowerPoint experience.
  2. Working knowledge of databases including data entry and reports.
  3. Good verbal and written skills plus good listening skills.
  4. Detail-oriented and organized.
  5. Ability to understand, interpret, and comply with personnel policies and procedures.
  6. Ability to be flexible, prioritize and available to work extended hours as needed.
  7. Ability to follow directions and work cooperatively with others.
  8. Service orientation – actively looks for ways to help people and solve their problems.

CONDITIONS OF EMPLOYMENT:

Employment is subject to a 60 day probationary period to monitor satisfactory employee performance.  Employee must be able to work as a team player, work indoors and in an environmentally controlled office area with florescent lighting, and on occasion work outdoors, be exact and accurate, pay very close attention to detail, and have transportation to and from work. The qualified applicant must be able to work flexible hours as needed. If hired, the prospective employee must present documentation within three (3) days of hire date to establish identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel on occasion as needed.  Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record. The candidate for employment will be subject to a background check and may be requested to take a drug test.

If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Act of 1990.

Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.