Business Office Administrator/Staff Accountant (On Site)

Position Summary

This onsite position will largely be responsible for the financial processing of transactions for this small organization(under 300 employees and approximately 1000 students). The overall duties include daily bookkeeping and record keeping, analyzing financial transactions, driving the weekly A/P process and assisting with the monthly close process. This position is a Full Time, on-site position located in Laurel, MD.

Responsibilities

• Managing accounts payable using internal accounting software (Jenzabar)

• Establishing and maintaining relationships with new and existing vendors

• Ensuring bills are paid in a timely and accurate manner while adhering to departmental procedures

• Comparing purchase orders, prices, terms of payment and other charges

• Processing transactions and performing accounting duties such as account maintenance, recording entries and reconciling bank accounts.

• Responsible for the daily posting and reconciliation of daily cash receipts, ensuring drawers balance and all payments received match all payments that are processed in accounting software.

• Perform monthly investment entries at the direction of the director of finance.

• Administer and maintain post-award accounts including grants and contracts

• Prepare monthly bank account reconciliations for all organizational bank accounts

• Processes approved payment requests, travel reimbursements, and invoices in a timely manner.

• Analyzes payment requests for appropriate authorization, general ledger allocations, and policy adherence.

• Performs weekly payment run independently.

• Identify, properly depreciate, and maintain fixed assets.

• Review expenses to ensure accurate coding during monthly close

• Researching and correcting general ledger account discrepancies

• Provide timely ad hoc reports as requested

• Support month-end and year-end close activities Assisting with audit fieldwork for both operational and financial audits

• Acts as the primary contact for students, university personnel and other involved parties concerning student tuition accounts

• Serves as the front-line person of the Business Office responding professionally and courteously to all inquiries from constituents, i.e. students, parents, lenders, faculty, administrative and support staff through in-person, email, and telephone communications.

• Serves as an advocate and advisor, assisting students/parents with their rights and responsibilities regarding their financial obligations to the university by clearly communicating the university's financial policies.

• Assists in the preparation of the annual Form 1099s for vendors.

• Assists in the preparation of the annual Form 1098-Ts

Scope and Relationships

• Individual contributor role

• Internal: Financial Aid, Registrar, Advancement, Admissions

• External: Students, Parents, Vendors, Bank, Auditors, Credit Card Processor

Qualifications

Education: Bachelor's degree in Business, Accounting, or equivalent combination of education and experience

Certification: n/a

Experience: 3-4 years of progressive Accounts payable and General Ledger accounting work required, 3-4 years of progressive customer service experience desired, Not for Profit experience preferred.

Knowledge, Skills and Abilities:

• Proficient in Excel

• Strong time management skills with the ability to meet communicated schedules and deadlines

• Strong analytical skills

• Excellent written and verbal communication skills

• Experience with Jenzabar a plus

• Experience in Non-Profit a plus

• Experience in a University settings a plus

• Must be a self-starter and able to perform under general directions

• Strong organization, documentation, and prioritization skills.

• Excellent attention to detail.

• Ability to work well with interdepartmental teams as well as independently.

Work Environment

• Most work performed in an office environment.

• Incumbent may sit for long periods of time at desk or computer terminal.

• Incumbent may use calculators, keyboards, telephone and other office equipment.

• Stooping, bending, twisting, and reaching maybe required in completion of job responsibilities.

• Flexible work hours to accommodate the time differences for meetings and events as requested.

• Ability to lift up to 25lbs as part of job responsibilities.

Travel

Position would not travel

The statements contained in this document reflect general details as necessary to describe the principal functions assigned to this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Other duties and responsibilities may be assigned, including work in other functional areas, to cover absences, equalize work periods, or otherwise to balance the workload.