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Staff Accountant

  • March 24, 2021 1:59 PM
    Message # 10231347

    Position: Staff Accountant

    Manager: Treasurer

    Position Summary

    The Staff Accountant performs a wide range of accounting duties including preparation of journal entries, accurate processing of accounts payable and cash receipts entries, reconciling various general ledger accounts, prepare required credit applications.  The Staff Accountant responsibilities include the efficient and effective organization of all functions of the billing, collection, deposit, disbursement and record maintenance of the PrattMWP students. 

    Our Culture

    The Staff Accountant will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the Institution.


    Manage deposits for the Institute                                                                  5%

    • ·         Receive and verify daily deposits from Institute departments
    • ·         Process and make bi-weekly deposits to appropriate accounts all funds received

    Data Entry                                                                                                       15%

    • ·         Accurately input all accounts payable invoice information for periodic check processing.
    • ·         Accurately input all cash and account receivable receipts
    • ·         Prepare forms and accurately input all student’s billing information in the accounting system
    • ·         Prepare and input monthly journal entries for postage, phone, and copy charges.
    • ·         Reconcile various general ledger accounts

    Other duties including but not limited to:                                                      5%      

    • ·         Work with departments to ensure invoices are paid in a timely manner
    • ·         Coordinate and maintain records retention of finance office documents.  Coordinate institute-wide annual on-site record disposal
    • ·         Provide backup for various other accounting functions
    • ·         Other duties as assigned

    Responsible for understanding federal cash management regulations and Title IV federal financial aid requirements.  Ensures compliance with all Federal and State regulations including but not limited to FERPA and FDCPA.                                         20%

    • ·         Works closely with Financial Aid Director in identifying and addressing student and family financial challenges and finding satisfactory resolutions
    • ·         Work with students & families regarding payment options that include payment plans, Federal financial aid, alternative loans, 529 Plans, direct pay etc.
    • ·         Ensures that bursar/student accounting and financial policies are followed and internal controls are enforced.

    Maintain appropriate records for student accounts, including but not limited to, invoice information in Aceware (student billing database) and accounting program    30%

    • ·         Prepare and issue invoices for all PrattMWP students updating and sending revisions as additional charges are incurred or as financial aid and other payments are received
    • ·         Compile information from other departments (i.e. library, campus safety, student life, etc.) to ensure that all appropriate charges/credits are applied to student accounts
    • ·         Collect and apply payments to student invoices received from students; financial aid sources, and third party payment processors.
    • ·         Prepare and maintain various spreadsheets required to reconcile student records with general ledger records to ensure complete agreement of billing, receipts, disbursements, various deposits, (tuition, residence hall and campus safety) and outstanding receivables.
    • ·         Process appropriate room damage charges received from student life and bill charges accordingly.
    • ·         Prepare student withdrawal worksheet for students withdrawing after the start of the semester working with the financial aid office to determine financial aid implications.

    Manage outstanding student receivables by identifying and counseling “at-risk” students to support them prior to incurring uncollectable receivables.      20%

    • ·         Ascertain and advise students with delinquent accounts that account is to be placed on “hold” to prevent future registrations while the balance remains unpaid.
    • ·         Manage process of letters, emails, proactive and reactive phone calls for past due accounts.
    • ·         Manage the collection process, including but not limited to establishing proposed payment plans for delinquent accounts; sending collection letters, calling students with delinquent accounts and preparing accounts to be turned over to a collection agency.                

    Other student accounting duties including but not limited to:                      5%                                               

    • ·         Collect, maintain and reconcile data necessary for 1098-T reporting.  Data reflects amounts students have paid for qualifying expenses, scholarship and grants received as well as their enrollment status.  Follow guidelines and requirement set by the IRS.  Implement changes yearly as needed.

    The position requires a minimum formal education of a Bachelor’s Degree in Accounting with 3 to 5 years of job-related experience desired.  Not-for-Profit accounting background preferred.  Computer literacy in database management, Microsoft and Google software expertise, excellent interpersonal skills, demonstrated initiative, and ability to switch roles as necessary as part of a small, dynamic team are essential qualities. 

    Must possess the ability to work with diverse groups of people, ranging from students and parents to faculty and staff.

    The position does not include functional oversight of other employees.

    Munson-Williams-Proctor Arts Institute is an equal opportunity employer.  For more information about the Institute, please visit http://www.mwpai.org  

    To Apply:  Send cover letter, resume, and contact information for three professional references to: Munson-Williams-Proctor Arts Institute, Staff Accountant Search, 310 Genesee Street, Utica, New York  13502    hrjobs@mwpai.edu    315/797-0000, ext. 2108

The Museum Association of New York strengthens the capacity of New York State’s cultural community by supporting professional standards and organizational development. We provide advocacy, training, and networking opportunities so that museums and museum professionals may better serve their missions and communities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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