POSITION IDENTIFICATION
TITLE Accounting Specialist
CLASSIFICATION NUMBER 4025
GRADE 13
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
GENERAL FUNCTION
The Accounting Specialist is located in a department outside Financial Services. The primary job duty of the Accounting Specialist is maintenance of financial records and accounts within the department and/or preparation of the daily deposit of cash, checks, and credit card transactions occurring as a result of the work of the department. While the Accounting Specialist does not primarily serve as an administrative assistant to a supervisor or for a department, the Accounting Specialist may provide some administrative support services for the supervisor or department.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required. Specialized training beyond the high school level emphasizing cash handling, accounting for cash, purchasing, business office procedures, and/or bookkeeping or accounting is preferred. Additional years of education beyond high school in accounting or a related field may be substituted for all or part of the experience requirement.
Experience: At least two years of progressively responsible bookkeeping, purchasing, and/or accounting experience is required.
Skills: Knowledge of and aptitude with accounting procedures, tested and proven clerical aptitude, and the ability to operate a 10-key calculator and perform data entry on a personal computer are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to maintain moderately complex filing systems and records and make mathematical calculations are required. Effective verbal and written communication skills are required. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Accounting clerk positions are primarily sedentary.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assures the proper security and handling of cash receipts by following University procedures in balancing cash drawers or reports of payments occurring in the department, preparing the department’s daily deposit of cash, checks, and credit card payments, and balancing the department’s records of cash received with the University’s accounts receivable reports.
2. Maintains up-to-date departmental records of financial transactions by posting expenditures to internal departmental records and comparing these records to monthly or quarterly Financial Services reports and preparing financial reports for the supervisor as directed.
3. May bill for products and services by following University procedures, properly accounting for cash received, and monitoring budget transfers and/or credits to departmental accounts.
4. May facilitate business operations unique to the department by preparing cash drawers, monitoring internal departmental reports to assure charges and payments are properly coded and applied, preparing various financial or sales reports using spreadsheets or applications unique to the unit, auditing various departmental processes or transactions, processing student payrolls, allocating purchases, and/or charging individual accounts for various assessments.
5. May provide customer service by explaining bills, charges, contracts, etc. to clients, customers, parents, or patients within the guidelines of HIPAA or FERPA, explaining University policies, and resolving problems or referring them to higher authority for resolution.
6. May supervise student cashiers and monitor their cash transactions throughout the work day.
7. May provide administrative support services for the supervisor or department, including purchasing goods and services for the department as needed, providing receptionist services for the department, maintaining appointment calendars for supervisors, maintaining databases and providing reports, etc.
8. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
9. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
10. Supports the department by performing all other duties as assigned by the supervisor.
SUPERVISION
The Accounting Specialist is supervised by the Director or other supervisor and may select, schedule, and assign and review the work of student workers, part-time employees, or Graduate Assistants.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
