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Position Summary

MAJOR DUTIES

• This job description covers many duties within the Business Office that process the day-to-day tasks and transactions. These duties include, but are not limited to:
  • Cash Site Audit
  • Accounts Receivable -Third Party Statement Reconciliation, Process Implementation and Maintenance
  • Student Account Evaluation and General Ledger Reconciliation
  • Cashier Transaction Entry, Report Preparation and Evaluation

• Manage, reconcile, analyze, evaluate processes or applies payments, and resolve issues for a variety of College programs or services covering third-party accounts and manage receivables; as assigned. Assist in reconciling transactions to the General Ledger.

• Process and balance daily student services close reports. Accurately process and balance non-student sales/deposits including federal and state deposits, special events and other department deposits.  Reconcile daily banking reports to enter incoming deposit transactions as needed. Assist in reconciling to the general ledger.

• Processes financial aid payments and student refunds; prepares and invoices sponsors for student tuition, fees, books, etc.; reconciles and balances student and other accounts; as assigned.

• Manage, reconcile, analyze and evaluate processes to oversee student accounts including managing student waivers and drop lists. Send monthly statements and communicate with students concerning their accounts via phone, email and texts. Contact account holders to collect on past due balances. Assist in reconciling student accounts to the general ledger

• Assist in cashier duties as needed to include monitoring, posting, and reconciling cash to receipts and the accounting system while maintaining accurate account balances following internal controls and proper cash handling procedures; as assigned.

• Manage housing billings including collections.

• Review and approval of various assigned tasks.

• Cross-train with other Business Office staff.

• Keeps management and customers fully and timely informed of pertinent activities that affect them.

• May serve on various committees, as required and assigned.

• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of generally accepted accounting principles.

• Knowledge of college policies and procedures.

• Ability to deal tactfully and develop effective working relationships with department heads, elected and appointed officials, staff, suppliers, professional consultants and the public.

• Ability to work under stress and handle stressful situations. Ability to meet deadlines.

• Ability to maintain confidential, sensitive material.

• Excellent verbal communication, written communication, analytical and problem-solving, and customer service skills.

• Skill in organization and project management. Advanced skills in project prioritization, decision making and problem solving.

• Strong oral/written communication, project management and systems development skills.

• Comprehensive knowledge of computer applications and software packages. Including, but not limited to, MS Excel, MS Word, MS PowerPoint, Adobe Acrobat Professional, and other electronic document management systems is required. Preferred Software is Colleague, Workday and Microsoft applications.

• Works independently with minimal supervision and collectively as a team member.

SUPERVISORY CONTROLS

The Controller and/or his/her designee sets the goals and objectives in consultation with employee. Work is reviewed as required by compliance to generally accepted accounting principles for secondary review and approval. This position works independently with autonomy to meet goals and objectives.

GUIDELINES

• Knowledge and ability to adhere to strict confidentiality guidelines of the Family Educational Rights and Privacy Act (FERPA) regarding all student records.

• Guidelines include adherence to internal controls, Generally Accepted Accounting Principles (GAAP), Government Accounting Standards (GASB), New Mexico Higher Education Department (NMHED) guidelines, college policies and standard operating procedures. Guidelines require intermediate accounting knowledge following internal controls, and understanding and use of solid judgment and interpretation.

COMPLEXITY/SCOPE OF WORK

• The work consists of related technical, analytical and customer service duties. Strict regulations and the need for accuracy contribute to the complexity of the position.

CONTACTS

• Contacts are typically with co-workers, faculty, staff, students, parents, bank personnel, auditors, vendors, and members of the general public.

• Contacts are internal and external to provide prompt, courteous, and efficient customer service to: give or exchange information; resolve problems; provide or request accounting or documentation and information.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, stooping or walking. The employee occasionally lifts light objects.

• The work is typically performed in an office environment.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for two to three years.

• Associates degree preferred.

• Valid New Mexico or state of current residency driver's license.

• Ability to be bonded.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)

• Curriculum Vitae (CV) or Resume (Required)

• List of 3 Supervisor References. (Required)

• Unofficial Transcripts. (Optional)

• Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.