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Cashier/Accounts Receivable Associate Both Campuses - Mount Saint Marys University

Los Angeles, CA

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The Cashier/Accounts Receivable Associate will process all transactions from students, staff, and faculty as well as to provide assistance to students regarding their accounts. This position ensures the department's adherence to operating policies that have been set by MSMU's Financial Services Department, lending institutions, Federal and State regulations and generally accepted accounting principles.
Duties and Responsibilities:
A. On Student Accounts
1. Preparation, Review & Analysis of Statements
a. Verify applicable tuition and fees are in accordance with the registered number of units and the withdrawal or leave of absence dates.
b. Interact with the Office of the Registrar's and Information Technology in case of tuition billing issues/discrepancies.
c. Interact with the Office of Student Financing for financial aid discrepancies.
d. Interact with Residence Life Office for accurate residents' charges for room & board and fees.
e. Allocate tuition deposits for credit to students' accounts.
f. Post charges such as parking fines and other fees, as requested.
g. Log or submit a list of students who need adjustments to their student accounts for fees, tuition, health insurance waivers, Rollover of approved, credit to the Coordinator/Bursar/Assistant Bursar.
h. Monitor payments through external payment plan.
i. Cash, wire, and Credit card handling.
2. Financial Clearance Deadlines
a. Record in the system all documents received from students, faculty and staff.
b. Submit/Post as the Cashier, all payments received. Process all documents and miscellaneous transactions received inclusive of credit card information for processing, cash, checks, wire transfer, money orders, sponsored billing forms, rollover forms, IRS forms, etc. to bring account up-to-date.
c. Process the documents for financial clearance by running XARB automated reports.
d. Discuss account status with students/authorized users, proxy, (FERPA), and assist in determining the amount required for payment plan set-up via Self-Service, or full pay option.
e. Monitor account status - place account on hold, if not cleared.
f. Submit to the Bursar/Assistant Bursar a list of accounts on hold due to delinquency, with accompanying statements for monthly review and collection placement.
g. Ensure timely submission and reporting of hold, drop and collection list.
3. Monthly eStatements - Ensure Students' Accounts are up to date and accurate in real-time for eStatement.
4. Process financial aid or housing deposit refund checks.
5. Ensure compliance with government rules and regulations on the refund of students' financial aid.
6. Process and monitor Non-Sufficient Fund or bounced checks.
7. Maintain students' financial records.
8. Verify and approve transcript requests.
9. Provide prompt and courteous service to phone-in or walk-in Business Office customers - students, parents, faculty and staff.
10. Attend meetings on behalf of the Bursar/Assistant Bursar.
11. Perform job-related tasks as requested by the Bursar/Assistant Bursar, Controller, Assistant Controller, or AVP Financial Services.
B. On Cashiering
1. Daily Cash Receipts
a. Post transactions (in cash, checks, money order or credit card receipts) through the computerized cash receipts system for student and departmental accounts.
b. Reconcile daily cashiering activity, prepare summary, prepare deposits and close the sessions for subsequent turnover to the Bursar/Assistant Bursar or Controller for reconciliation.
c. Maintain control of all documents in support of cash receipts sessions for internal use as well as auditors' use.
2. Petty Cash Fund - Control and Replenishment
a. Reconcile on a daily basis to insure that the total amount of the fund, in monies or receipts, is maintained at all times.
b. Monitor adherence to the petty cash and cashed checks encashment policies - amounts, forms, and signatories.
c. Request for replenishment, as necessary.
d. Daily Transmittal to the bank of processed checks data. (CNB).
3. Other Cashier Duties
a. Ensure proper safekeeping of monies, checks, cash trays/boxes, legal documents and accountable forms at your Work Station and in the Business Office Safe.
b. Collect/process monies from Parking/Transportation Office/Campus Events, Student Clubs, Other Departments, and Other(s).
4. Other Duties and Responsibilities
a. Provide other services as necessary (selling and maintenance of parking permits using Rydin software, cashing checks).
b. Providing remarkable customer service in adhering to MSMU strategic initiatives and specifically in adhering to the Business Office mandate of the use of closing remarks to customers as outlined at end of each transaction: Is there anything else I may assist you with? -or a similar version thereof.
c. Issuance of checks - refund, accounts payable and payroll.
d. Collect and distribute mail in the Business Office, as needed.
e. Process AR/CR reports as requested by AVP Financial Services, Controller, or supervisor.
f. Perform other duties as assigned.
g. Attend Orientation, and communicate to new students and parents about Business Office deadlines and University policies.
Job Requirements:
Strong working knowledge of basic mathematics and accounting principles.
Good working knowledge of computer, word processing, and spreadsheet software applications (e.g., Microsoft Suite [MS Word, MS Excel]).
Knowledge of all phases of student accounts receivable transactions and of office policies and procedures described.
Abilities and Skills:
Strong analytical skills.
Detail oriented.
Perform moderately difficult office and clerical tasks with speed and accuracy.
Initiative, creativity, and sound judgment are needed to resolve problems and ensure efficiency and high quality customer service.
Handle multiple tasks and meet deadlines.
Communicate effectively with diverse university community.
Strong oral/written skills.
10 key by touch.
Strong organizational, interpersonal and communication skills.
Minimum requirement of an Associate Degree.
Some accounting coursework desired.
Associate of Arts degree in Accounting preferred.
Minimum of one year experience as a teller/cashier or Accounts Receivable.
Minimum six months money handling experience.
Excellent customer service experience dealing with the public at large in person and via telephone.
Accounting or Higher Education experience preferred.
Other Requirements:
Background check required by policy.
Flexibility in working at both campus locations as business needs require for various periods of time. (Some work on Saturday's required, and work on one or two Sundays per year may be requested).
Participation in Business Office presentations, Information sessions, and Orientations per request of Bursar/Assistant Bursar.
Additional Information:
Work Location:
Both Chalon (West LA) and Doheny (Downtown LA)
Start Date:
Applications Deadline:
Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.

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