TITLE Accounting Specialist
CLASSIFICATION NUMBER 4025
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
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.
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. Must have 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. Must maintain moderately complex filing systems and records and make mathematical calculations. Effective oral and written communication skills are required. Must be able to train, assign work, and review the work of full- and part-time employees and student workers. Must have the ability to maintain departmental financial records and accounts and prepare financial reports.
Effort: Accounting clerk positions are primarily sedentary; however, some positions may require standing for extended periods of time. Accounting clerk positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach materials or equipment stored on shelves at heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinets or drawers.
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. 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.
9. Supports the department by performing all other duties as assigned by the supervisor.
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
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.