Part-Time Specialist III, Business Services
Lone Star College
LSC-Houston North Fallbrook, TX
Job Description
Job Description
PURPOSE AND SCOPE:
The PT Specialist III issues procurement cards, provides assistance and training, audits transactions to adhere to policy and procedures, runs reports, analyzes data, and reports audit findings to administrators. He or She provides assistance and training for purchasing, Accounts Payable and credit cards to campus personnel and division managers. He or She trains travel and expense prepay auditor on financial module and procedures and acts as backup. The Specialist III is responsible for cash handling and accounts receivable (A/R) of student accounts. He or She executes job duties to ensure effective operations of department. He or She reviews and analyzes reports, records, and directives, and confers with others to obtain data required for department activities. He or She provides guidance to students, LSC Student Services, and LSC Financial Aid with regard to tuition, fees, payment plans, and collections efforts.
ESSENTIAL JOB FUNCTIONS:
Analyze financial procurement card accounts and transactions. Report and record violations. Issue procurement card and travel and expense credit cards. Maintain credit card spreadsheets and data.
Provide training and assistance on purchasing guidelines to requestors and division managers. Enter requisitions and contract for business services. Provide assistance with office of general counsel contracts and procedures.
Provide instruction and direction to campus personnel on accuracy of direct pay request and accounts payable guidelines. Verify for accuracy and process direct payments for processing.
Train and assist Travel and Expense. Prepay Auditor for Travel and Expense module as SME. Act as backup to Prepay Auditor for travel and Expense module.
Create Budget journals and JE's. Perform year-end processes. Serve as back-up for campus business office journal entries, bank deposits and general ledger reconciliations. Create General Ledger journals such as transfer funds from suspense accounts to corresponding accounts.
Assist students with account finance and payment activities associated with receivables, billing and collection activities.
Manage third party billing, collection and reporting functions on student accounts to ensure accuracy and timeliness
Review, validate and adjust student accounts for tuition waiver and fees in accordance to state and financial aid guidelines.
Assist cashiers with daily functions as needed. Record refund monies for vending machine. Request vendors to deliver refunds.
Sit on various campus hiring committees for staffing coordination and selection.
Record students receivables payments and balancing at the end of work session. Prepare student receivables deposits.
Deliver instructions to students to set up payment plans online. Assist some student with manual payment plans. Deliver instructions to students and provide assistance in filling out Financial Agreement Responsibility. Deliver instructions to students and provide assistance in obtaining 1098t forms. Deliver instructions to students and provide assistance in creating a refund profile online.
Deliver instructions to employees to fill out employee waivers. Email employee waiver forms to employees upon request and enter waivers into system.
Assist students by putting different waivers into the system such as dual credit, Early College High School, State Waivers, Police and Firefighters waiver, etc.
KNOWLEDGE, SKILLS AND ABILITIES:
Requires detailed analytical skills and a high level of accounting skills and knowledge
Proficiency in use of personal computer workstation with standard software applications
Excellent interpersonal and organizational skills to interact with subordinates and direct/coach work efforts
Excellent interpersonal relationship and communication skills
Ability to organize functions to ensure compliance with deadlines and regulatory requirements
Ability to transfer knowledge to subordinates and higher authorities; Ability to determine the approach for doing the work
Ability to work in an environment that may have unpredicted requirements or demands
Ability to follow specific procedures that may result in interaction with co-workers, citizens, or other individuals
Ability to work in a responsive environment where co-workers or citizens bring problems to incumbent for resolution; Ability to determine the problem and create an individual solution
Ability to prepare and or process purchase orders
Ability to make recommendations that affect the budget
PHYSICAL ABILITIES:
The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.
WORK SCHEDULE AND CONDITIONS:
Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
Interface with internal and external contacts as needed to carry out the functions of the position
Work is performed in a climate-controlled office with minimal exposure to safety hazards
REQUIRED QUALIFICATIONS:
High school diploma or GED