Job Category: Non-exempt

PCLS: 50013

Summary

Incumbents in the Accounting Assistant series perform bookkeeping and accounting tasks for accounts payable, accounts receivable, travel, payroll, students’ accounts and major accounting sections.  Duties are performed predominately to support the major accounting activities and functions of the University. 

Distinguishing Characteristics 

The Accounting Assistant Senior is distinguished from the Accounting Assistant in that incumbents in the Senior level have advanced knowledge of accounting policies and practices to perform more complex accounting functions and analysis and to assume more self-directed duties. 

Reporting and Supervisory Responsibilities

The Accounting Assistant Senior reports to an Accountant Manager or Supervisor.  This classification may train and guide other accounting assistants, students, and/or hourly employees. 

Typical Functions

1. Posts credits and payments to accounts. 
2. Invoices for accounts receivable. 
3. Maintains records. 
4. Compiles statistical, financial, accounting, and/or auditing reports and tables. 
5. Analyzes reports, contracts, and schedules. 
6. Prepares tax documents as requested. 
7. Prepares and sends billing statements, including those requiring complex calculations and reviews. 
8. Prepares journal entries including those requiring complex review. 
9. Performs general office duties, including answering phones and emails, greeting customers, data entry, filing, and other general duties as assigned. 
10. Reconciles difficult report discrepancies and problems. 
11. May perform analysis in order to draw down federal funds for research grants and student financial aid. 
12. Reconciles accounting discrepancies within the general ledger. 
13. Communicates with departments regarding accounts, grants, contracts, and problems relating to reconciliations, misclassifications of expenses, and compliance. 
14. Reconciles bank accounts. 
15. May process complex payroll applications and procedures. 
16. May coordinate with the Financial Aid Office on issues pertaining to student accounts. 
17. May purge student registrations for non-payment. 
18. May process private scholarship payments and post to student accounts. 
19. May coordinate with the Scholarship Office on applying funds to accounts. 
20. May open vault and verify till each morning. 
21. Performs miscellaneous job-related duties as assigned. 

Knowledge, Skills, and Abilities

1. Ability to operate office equipment, including printers, scanners, and telephones. 
2. Knowledge of Accounts Payable procedures. 
3. Knowledge of Payroll process and procedures. 
4. Knowledge of fundamental accounting practices and procedures. 
5. Basic computer skills, including Windows and Excel. 
6. Ability to discreetly handle confidential information. 
7. Skilled with ten-key and keyboarding. 
8. Basic math skills. 

Minimum Qualifications

Four years of relevant experience; or an associate degree plus two years of experience; or a bachelor’s degree.  

Work Environment and Physical Requirements

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions. 

Disclaimer

This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.