Staff Accountant

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Position Summary

This position is primarily responsible for performing all duties necessary to assist the Financial Services Department in achieving accurate record keeping of all Accounts Payable transactions and campus cashiering. This position also supports the Financial Services department with monthly accounting duties such as journal entry posting and account reconciliation and by serving as a backup for credit card administration.

Reports to

Controller

Department

Financial Services

Location

1025

E. South River St.

Position Competencies And Accountabilities Accounts Payable Duties

• Process vendor invoices, check and ACH requests, wires, student reimbursements, prepaid debit cards for staff and students and other disbursements.
• When needed, route vendor invoices to appropriate departments for approval.
• Before entering a payable, audit the invoice or other documentation for the proper amount including discount, if any, removal of sales tax, and proper approval.
• Enter payment details into the ERP system, Banner, to appropriate general ledger accounts ensuring accurate reporting and descriptions.
• Process weekly payments via internal methods (check, ACH or wire) or via outside service provider, Paymerang, to ensure payment deadlines are met.
• Communicate with internal customers and outside vendors regarding invoice inquiries/discrepancies and payment status.
• Responsible for the maintenance of the vendor databases in Banner and Paymerang including W-9 forms and ensuring new vendors are identified and verified.
• Maintain an accurate Accounts Payable aging that agrees to the general ledger at the end of each month.
• Process staff and faculty expense reimbursements through CERTIFY
• Process credit card expense report for the AP House and Travel Leaders Credit card payment method
• Prepare annual 1099
  
  NEC and 1099
  
  MISC forms in a timely manner to facilitate timely reporting to the IRS.
• Responsible for unclaimed property reporting to the state on an annual basis including quarterly monitoring on checks over 90 days old
• Monitor Accounts Payable email box

Prepaid Debit Card Program (EMBURSE)

• Review requests for prepaid debit cards for staff or students with purchasing needs
• Complete card creation through EMBURSE platform and ensure proper connection with card expense reporting system
• Monitor card use and funding levels on a weekly basis

Cashier Duties

• Process and balance the collection of payments from students, donors, and various other campus offices via campus systems using general and department specific accounts
• Process staff, faculty or student cash advances
• Prepare cash balance sheet and deposit checks to the bank via an electronic scanner
• Maintain appropriate level of onsite cash needs.

Accounting And Other Duties

• As a backup, assist the Financial Services department with Credit card administration duties in the absence of the primary credit card administrator.
• As a backup, assist the Senior Accountant in Cash Balancing tasks.
• Prepare monthly journal entries and/or reconciliations related to advances, deposits, payroll withholding accounts, Staples, Sports officiating, vehicle charges, catering charges and campus center billings.
• Reconcile and prepare annual journal entries for prepaids, miscellaneous accounts payable, and inventory.
• Maintain awareness of business processes. Suggest and implement changes where necessary to maximize efficiency and control.
• Update procedures, documentation, and checklists on a regular basis.
• Perform other duties as assigned.

Working Relationships

Work collaboratively with all members of the Financial Services team, staff, faculty and other members of the Lawrence community, including vendors, students, and parents.

Knowledge And Skills Required

• Bachelor’s degree in accounting or finance.
• Cash handling and customer service skills preferred.
• Working knowledge of computers in an accounting environment, including Microsoft Excel.
• Demonstrated ability to organize and follow through on projects, assignments and daily responsibilities in accordance with deadlines and priorities.
• Must be able to problem solve by effectively identifying and resolving problems in a timely manner through information gathering and analysis.
• Team oriented person who is accurate and has exceptional attention to detail.
• Demonstrated ability to effectively and professionally communicate verbally and written with internal and external customers.

Seniority level

Entry level

Employment type

Full-time

Job function

Accounting/Auditing and Finance

Industries

Higher Education

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