Business Office Assistant

Posting number: 08423

Department: BSCC-601040-Fiscal Management

Job classification: Business Office Assistant

Posting type: Open

Categories: Higher Education

Summary

The Business Office Assistant performs administrative, clerical, accounting, receivable accounts, cashiering, and purchasing functions in support of the College's Business Office. The position assists with maintaining financial records, processing transactions, supporting purchasing activities, organizing and maintaining records, and providing general administrative support to the Business Office. Duties are performed in accordance with applicable College policies and procedures, Alabama Community College System policies and procedures, and applicable state and federal laws and regulations.

Salary:  Appropriate placement on ACCS Salary Schedule E3, Grade 04: $41,349-$59,541

Applicants must meet the minimum qualifications and must submit a complete application packet through the on-line application system to be considered. A complete application consists of the following:

• An on-line application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.

Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.

Examples of duties

Essential duties and responsibilities include, but are not limited to, the following:
Cashier and Accounts Receivable Duties

1. Perform general clerical duties related to accounts receivable and maintain organized filing systems. 
2. Assist accountants with maintaining, reconciling, and balancing accounts. 
3. Assist with restricted funds reporting and billing. 
4. Serve as a backup cashier on all College campuses, as needed. 
5. Prepare miscellaneous reports and assist with special projects as assigned. 
6. Scan, index, and maintain digital documents for the Business Office. 
7. Assist with the preparation of accounts receivable billings for College tuition and fees. 
8. Communicate with external agencies to resolve invoicing issues and facilitate timely payment. 
9. Assist with student billing and prepare invoices each term for outstanding balances owed to the College. 
10. Assist with the review and processing of delinquent student accounts for referral to the Director of Accounting and Finance and, when appropriate, submission to a collection agency. 
11. Maintain student account holds in accordance with College policies and procedures. 
12. Record, track, and distribute notifications related to tuition deferment contracts. 
13. Maintain Business Office supply inventory and place orders as needed. 
14. Answer telephone calls and provide accurate and appropriate information regarding Business Office functions and procedures. 
15. Receive, open, distribute, and forward mail and faxes as appropriate. 
16. Perform and maintain equipment inventory records. 
17. Maintain documentation required by external auditors and ensure records are properly organized and readily available during annual audits. 
18. Maintain proficiency in applicable financial and administrative systems, including TouchNet, Banner, and other systems or resources through webinars, training, FAQs, and other professional development opportunities. 
19. Comply with all applicable policies and procedures of the Alabama Community College System and the College, as well as applicable state and federal laws and regulations. 
20. Perform other duties as assigned by the Director of Accounting and Finance or President.

Purchasing and Procurement Duties

1. Review, approve, and issue purchase orders in accordance with College purchasing policies and procedures. 
2. Provide training and assistance to campus users regarding purchasing procedures. 
3. Calculate and file applicable sales tax reports on a monthly basis. 
4. Prepare and file annual 1099 forms. 
5. Verify vendor Taxpayer Identification Numbers (TINs) through the Internal Revenue Service prior to establishing vendors in Banner. 
6. Maintain E-Verify records for the College's Business Office. 
7. Maintain SAM.gov debarment records for applicable restricted payments. 
8. Verify and maintain banking information for vendors receiving payments by ACH. 
9. Coordinate ACH requests from