Business Office Accountant

PAY RANGE: $25.
00 - $29.
00 per hour JOB SUMMARY The Business Office Accountant’s primary areas of responsibilities are payroll, student billing and cash receipts.
The responsibilities primarily consist of entering data into the databases to process transactions, including but not limited to student billing and payroll; maintaining and updating the databases’ information; downloading reports and performing reviews of the data; preparing analysis and entering journal entries into the general ledger system; responding to parent, staff and other inquiries by email, telephone, or other means, as they relate to the primary areas of responsibilities.
The Accountant will report to the Accounting Manager and will work with the Controller on various tasks and projects.
The Accountant will also assist with other accounting, clerical, administrative functions, and office duties as deemed appropriate by the Accounting Manager and Controller.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
Other duties may be assigned.
The Accountant is responsible for following all accounting policies and procedures as described in the Business Office Policies.
Student Billing Process: Assist with updating the Reservation, Tuition and Fees contracts on an annual, mid-year and part year basis.
Record reservation tuition deposits for the new school year.
Update contact information and other data within the student billing system.
Download and review data to assist Admissions or Records or other Mid-Pacific departments with student billing data, i.
e.
, receipt of tuition deposits, contract data.
Review and assist with reconciliation of the student roster.
Maintain and update the student billing system, terminating account agreements and inactivating students that have withdrawn during and after the school year.
Assist with updating tuition charges, financial aid, tuition deposit, and other transactions, through the student billing system for review to finalize the payment agreements or invoices.
Post cash receipts sent directly to Mid Pacific and prepare bank deposit.
Post and follow up on NSF payments.
Reconcile student accounts as needed.
Assist parents, guardians, or authorized related parties with setting up or updating their student billings accounts, answering questions and concerns regarding charges, payments, due dates, account balances and other related issues.
Assisting parents, guardians or other authorized related parties with statements and other documentation they may require.
Prepare an analysis to charge late fees and entering data to invoice families for review.
Generating the student billing statement to be mailed / emailed to families.
Assist with delinquent accounts, including summary analysis, calculation of late fees, entering late fee charges.
Assist with generating collection letters and copies of statements.
Document follow up on the delinquent account analysis.
Enter incidental charges to be invoiced to families for review, including exam fees, band or orchestra rental fees, and iPad charges.
Handle students that have withdrawn during the school year, calculation of Tuition Refund Plan insurance (TRP) analysis for review, upload data to the insurance company for processing the tuition refund, follow up with the families for required documents, outstanding balances due, refunds for overpayment, and update the Google documents shared with other departments as follow up on the status of Business Office issues.
Download and review analysis from the student billing system and input data to create the journal entry in the general ledger system.
Payroll Assist with entering or updating payroll records in the payroll data system, including annual updates of base salary and hourly wages and deductions.
Prepare payroll for processing, including TDI adjustment, additional stipend or other pays, third party pay information, leave without pay, and substitute pays.
Prepare calculations and analysis for review, when necessary.
Assist with reviewing hourly employee timecards for accuracy and employee leave requests in ADP.
Review the payroll preview before the data is submitted for final processing, including agreeing data from the payroll changes and pay cancellations report, manually recorded pay data (i.
e.
, stipend).
Review and adjust, with appropriate approvals, employee vacation, sick and personal leave hours.
Assist employees with questions regarding their balances.
Answer employee questions about payroll matters which require limited policy interpretation.
File payroll records for each pay period on a timely basis.
Reconcile payroll accounts payable general ledger accounts on a monthly basis, to ensure payroll deductions clear and are followed up on a timely basis.
Updates, prepares and submit payroll data, subject to review by Accounting Manager or Controller, for bank transfers or checks requests, including AFLAC deductions, TDI, LTD, group life insurance premium payments, child support and garnishment payments, and retirement plan payments, on a timely basis.
Collect and update employee change requests on items that do not require the Human Resource Department input, including W-4 and HW-4 forms, tuition deductions from payroll, and direct deposit deductions.
Distribute pay checks, W-2 forms and other required documents to employees on a timely basis.
Download payroll data on a monthly basis to be sorted and adjusted to prepare the monthly payroll and related journal entries in the general ledger system.
Update and maintain the payroll data system for new hires and terminations, changes to position, and work category status, i.
e.
, part-time, full-time, temporary or permanent, including time off policies, access to time and attendance module, payroll deductions.
Follow up with Human Resources to ensure set up or termination is complete.
Prepare related reports for distribution to other departments, if necessary, i.
e.
, donations collected through payroll deductions to the IA department.
Prepare and / or update payroll or payroll related information for additional reporting requirements as needed, i.
e.
, medical insurance summary for W-2 reporting.
Cash Receipts Receive and record all cash receipts, separating items between the operating fund and agency fund.
Prepare bank deposits weekly and more often, if necessary.
Download and review electronic payments for unusual activities.
Reconcile the deposits with available reports of expected charges and prepares reports for review.
Assist with reporting payments to other departments as necessary.
Assist with recording related processing fees for electronic payments.
Prepare cash receipts journal entries in the general ledger system.
OTHER RESPONSIBILITIES Assist with maintaining and purging records as specified by the record retention policy.
Labeling and filing records for storage.
Assist with moving toward electronic record retention.
Assist and support the Business Office operations, including the School Store operations.
Assist with general office functions, including but not limited to, assisting visitors, sorting the mail, placing postage on the mail, general office cleaning as needed for health and safety concerns.
Assist with school functions with advance notification as needed.
Assisting with projects to increase efficiency and accuracy of procedures and processes related to primary areas of responsibilities.
HEALTH and SAFETY Participate in the d eve lopment of a safe and h ea lth y wo rkpla ce.
Comply with th e in s tructions given for their own safety and h ea lth and that of others, in adhering to safe work procedures.
Take reasonable care to ensure their own sa f ety and health and that of others.
Report any injury, hazard or illness imm e di a t e ly, to their Sup e r viso r a nd H u m an Resources.
Not plac e others at risk b y any act or omission, not w illfull y or recklessly int erfere w ith safety equipment.
Act as a role model by demonstrating safe wo rk behavior s.
Id entify, assess if n ecessary, a nd con trol h azards wi thin area of respon sibili ty.
E n sur e that e quipm e nt / s uppli es a r e p ro p erly m a intain ed .
Maintain relevant knowled ge of safety la ws .
QUALIFICATIONS Detail-oriented, ability to effectively communicate accounting concepts and requirements to Faculty and Staff (non-accountants).
Perform routine student billing, payroll, and other tasks with speed and accuracy with minimum supervision.
Work cooperatively with others and independently as required.
Customer service oriented.
Have sound judgment.
Ability to maintain confidentiality of work.
Ability to anticipate needs and handle multiple activities.
EDUCATION and/or EXPERIENCE Graduation from Business College (Associate’s degree) or satisfactory completion of two or more years at an accredited University or College with course work in accounting, or equivalent experience.
3-5 years of accounting experience to include accounts receivable, payroll and general accounting and administration systems and processes.
LANGUAGE SKILLS Excellent verbal and written communications skills with attention to grammar, spelling and formatting at a professional level.
OFFICE SKILLS Must be extremely proficient in 10-Key, MS Word, and MS Excel with ability to analyze, re-sort, and format spreadsheets.
Must have ability to create and export reports.
REASONING ABILITY Requires ability to work independently with attention to detail.
Must be highly organized and efficient and able to handle multiple projects and meet deadlines.
PHYSICAL DEMANDS Our campus consists of multiple buildings on 44 hilly acres that requires frequent walking including uphill and stairs.
The individual is required to talk and hear, often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard.
Vision abilities required include close vision.
The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, and crawl.
Must be able to lift office storage boxes, approximately 25 pounds.
MENTAL DEMANDS On a daily basis employee must frequently problem solve, make decisions, interpret data, organize, write, plan, and clearly communicate.
EQUIPMENT USE Telephone, Copier and Computer – frequently WORKING CONDITIONS Indoor office environment subject to frequent interruptions, changing priorities from time to time.
Outdoor environment – occasionally.
WORK ENVIRONMENT Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK SCHEDULE 12 months, 8 hours per day.
Some overtime may be required to meet deadlines.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT Mid-Pacific Institut e provides equal emp l oyment opportunit ie s to all employees and applicants fo r employment and prohibits discrimination and harassment of any type without r ega rd to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation , gender identity or express ion , or any other characteristic protected by federal, state or local laws .
This policy app lie s to all terms and conditions of employme n t, including r ec ruiting , hiring , placement, promotion, termination, la yoff, recall , tr ansfer, l eaves of absence, compensa ti on and training.