The broad functions of the Accounting Clerk consist of National Association of College and University Business Officers (NACUBO) and its regional associations including EACUBO, WACUBO, and SACUBO. Responsibilities consist of processing cash receipts for all companies from all sources, such as lock box receipts, regular deposit receipts, and internal / external credit card receipts, etc. This position coordinates the processing, follow-up, and collections of all transactions that generate accounts receivable within books of account. The Accounting Clerk is also responsible for all aspects of accounts payable through the Anybill system. Responsibilities include reviewing invoices from vendors or staff for completion and subsequent payment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Process all cash receipts from the lock box, direct receipts, and internal and web credit card orders for registrations, membership dues, publication sales, advertising services, and other revenue generating sources through the netFORUM membership database system. Process refunds as they occur. Clear refunds out of netFORUM on a weekly basis. Review and edit the output and reconcile all reports. 2. Download/save all lockbox check copies on a weekly basis. 3. Review and close all transactions in netFORUM on a weekly basis. Maintain and ensure the integration of financial transactions in netFORUM. 4. Work with IT and membership staff to resolve netFORUM issues. Maintain general ledger accounts and product codes in netFORUM. 5. Act as the ‘Gatekeeper’ for the Anybill accounts payable system. Route incoming invoices to the appropriate director. Also, review invoices, expense reports, and check requests for completion through the Anybill accounts payable system on a weekly basis. Review documents for accuracy and proper supporting documentation. Ensure proper authorization for all invoices. Perform audit of expense reports and verify compliance with the travel guidelines policy. 6. Responsible for processing 1099s and ensuring its accuracy, timely completion, and compliance per the IRS guidelines. 7. Interact with vendors and staff to research and respond to inquiries and resolve discrepancies. Use knowledge of the chart of accounts to ensure proper accounting of funds. Establish and maintain up-to-date vendor list and files, including remittance addresses, in both Solomon and Anybill databases. 8. Responsible for preparing invoices when assigned. 9. Participate in the monthly and year-end closing of accounting records. Assist in the preparation of various schedules on Excel when needed. 10. Perform other duties as assigned.
1. Superb attention to detail. 2. Customer/Member Focus. 3. Results oriented. 4. Team Player.
This position works in a professional office environment. This position routinely uses standard office equipment such as computers, phones, and copiers.
This position works in a climate-controlled environment but internal office temperatures may fluctuate.
1. The Accounting Clerk is required to sit for long periods of time, mostly at a computer, keyboard, and phone. 2. Normal corrective vision and the ability to adjust focus are required. 3. Able to effectively communicate face-to-face. 4. Able to receive detailed information through oral communication.
Position Type/Expected Hours of Work:
This is a full-time regular position. Days and hours of work are Monday through Friday 8:45 a.m. to 4:45 p.m. There may be occasional evening and weekend work as job duties or projects require it.
Some travel may be required.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Please note this position description does not cover, contain or list a full comprehensive listing of duties or responsibilities that are required of the employee in this role. Duties, responsibilities, and activities may change at any time with or without notice.
1. Associate’s degree in related field (i.e., accounting, business). 2. Association accounting experience preferred, with computerized accounting systems and spreadsheets. Working knowledge of Excel, netFORUM membership database and Solomon accounting system is highly desired. Experience with eShow is a plus. 3. Accounting experience working with multiple company’s chart of accounts simultaneously. 4. Two to four years of experience in accounting operations, with responsibility for payment processing, accounts receivable and collection activities. Must be experienced in the collection of outstanding revenues. 5. Working knowledge of accounts payable processing including invoice review and general ledger coding and form 1099. Experience with Anybill is a plus. 6. Must possess good written communication, organizational, and analytical skills, including accuracy, attention to detail, and the ability to multitask effectively. 7. Excellent attention to detail and the ability to maintain a high level of accuracy while processing large volumes of data. 8. Excellent time management skills. 9. Must be versatile and flexible and capable of adapting quickly to current needs and future automation procedural changes associated with the processing of accounts receivable and accounts payable for NACUBO and its regional associations.
Located in Washington, D.C., NACUBO serves a membership of more than 2,500 colleges, universities, and higher education service providers across the country. NACUBO represents chief administrative and financial officers through a collaboration of knowledge and professional development, advocacy, and community. Our vision: to define excellence in higher education business and financial management.
Established in 1962, NACUBO has been an association since it succeeded a federation of associations of business officers that had given the profession a framework since 1951. NACUBO now represents more than two-thirds of the higher education institutions in the United States.