Financial Office Administrative Coordinator

1 week ago

Columbia, Missouri, United States Stephens College Full time
Position Overview

The Accounting Administrative Assistant serves as a vital liaison for the Accounting Office, ensuring exceptional service to various stakeholders including students, faculty, and external partners. Responsibilities include managing cash transactions, processing credit card payments, and maintaining the security of cash assets.

Key Responsibilities:

  • Act as the primary contact for inquiries at the Accounting Cashier window.
  • Oversee the official email communications for the Accounting Office, directing messages to relevant team members.
  • Manage incoming calls for both the Accounting Office and Financial Aid Office.

Accounting Support Duties:

  • Respond to general inquiries regarding account balances, payment processing, and invoice statuses.
  • Serve as the main point of contact for vendor-related inquiries, ensuring accurate payment processing.
  • Digitally archive prepaid expenses, unearned revenues, and capital purchases.
  • Attach scanned invoices to records within the accounting software.
  • Prepare checks for distribution.
  • Maintain and update vendor records and W-9 documentation.
  • Draft written communications as necessary.
  • Organize and secure all financial files.
  • Perform courier duties as required.

Cash Handling and Reconciliation:

  • Receive and accurately record cash transactions.
  • Process credit card payments and monitor daily transaction data.
  • Conduct daily reconciliation of receipts and complete closing procedures, including remote deposit processing.
  • Ensure the security of cash assets by:

1. Storing cash, checks, and undeposited receipts in a secure location each evening.

2. Verifying that all secure areas are locked at the end of the day.

  • Assist with inquiries related to student billing, both in person and via phone.
  • Maintain records for departmental cash requests.
  • Coordinate payment processing for on-campus events with internal teams and student organizations.
  • Document daily postage and cash transactions, ensuring accurate reconciliation with source documents.
  • Perform additional duties as assigned.

Qualifications:

  • Associate's degree or equivalent experience in accounts payable or office administration.
  • Proficiency in Microsoft Excel, Outlook, and Word.
  • Strong written and verbal communication skills.
  • Excellent analytical abilities with a keen attention to detail.
  • Effective organizational and interpersonal skills.
  • Experience with Great Plains or similar accounting software is preferred.
  • One to three years of experience in higher education or non-profit sectors is preferred.

Stephens College, established in 1833, is a pioneer in women's education, committed to providing innovative and career-oriented education across diverse fields. The college fosters a vibrant community that empowers students to lead and excel.

Columbia, Missouri, known for its vibrant college town atmosphere, offers a rich cultural scene, excellent recreational opportunities, and a supportive community for students and residents alike.

Stephens College provides a comprehensive benefits package, including health insurance, retirement plans, tuition waivers, and educational opportunities for dependents. Full-time staff work 36 hours while receiving compensation for 40 hours.

Become part of a community dedicated to innovation and excellence.

Stephens College is an Equal Opportunity Employer, committed to recruiting and employing qualified individuals without discrimination.

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