This position manages the Global Campus deposits, refunds, FIS statements, travel processing, college/department transfers, developmental reserve account (DRA) processing and transfers, and other various duties within the financial and administrative operations unit of the dean’s office. This position must be innovative and recommend appropriate system enhancements as needed.
The duties of this position are complex and diverse; they require analytical thought, independent judgement and careful interpretation of Global Campus and university policies and procedures to ensure that the financial and administrative processes operate efficiently and meet the business needs of Global Campus.
This position is expected to work with little supervision and communicate regularly with their supervisor and other members of the dean’s office staff. The individual in this position must be able to solve issues and prioritize responsibilities. Work is performed using independent judgment in interpreting and applying established accounting procedures and regulations.
This position ensures that university funding is appropriately monitored and accounted for within guidelines. The incumbent will interpret guidelines and other policies in order to analyze, evaluate, determine and project anticipated expenses for all fiscal funds and/or grant funds.
This position reports to the administrative consultant/special assistant to the dean.
Financial Management – 50%
- Assign object codes and FIS account numbers, prepare appropriate documents using eForms and submit documents to the Division of Financial Services accounting office for processing of APVs, IFVs, PCVs, etc.
- Post charges to the Global Campus MIP accounting system.
- Scan, update, review and manage documents in ImageNow to ensure prompt payment.
- Deposit all checks, money and credit card transactions online using Cashnet.
- Process refunds for Global Campus by verifying, posting, reconciling and delivering transactions to the Division of Financial Services daily.
- Prepare miscellaneous deposits as requested to include those not prepared by the Global Campus registration office and deposits for transferring special holding account amounts for student activity fees.
- Submit grant deposits or corrections to Sponsored Projects Accounting (SPA) for processing.
- Analyze and evaluate issues pertaining to the reconciliation of deposits.
- Ensure the accuracy, correct handling and prompt deposit of all transactions within responsibility area.
- Process accounts receivable IFV documents and non-allocated/allocated funding transfers.
- Receive, download, print and file university FIS statements.
- Process noncredit deposits received through the noncredit registration system by extracting financial data from FIS; reconcile the deposits with the noncredit registration system data.
- Prepare initial, updated and final financial reports for noncredit programs.
- Invoice noncredit program customers (including Radon) from information provided by noncredit program staff, post payments to MIP accounting system and track accounts receivable.
Payment Processing – 20%
- Manage processing of remittances to all vendors.
- Reconcile monthly vendor statements to determine outstanding items.
- Audit invoices or requests received for appropriate information and account numbers and verify them for proper authorization. Work with Global Campus staff for invoices requiring further information and ensure return for completion of payment.
- Post credit correction entries and transfer of payment entries to the accounting system as needed.
- Ensure accurate and prompt payments are made, always following university and Global Campus policies and procedures.
- Process agreements requiring a transfer to a departmental Developmental Reserve Account (DRA).
- Prepare budget transfers to transfer DRA funds to departments for professional services provided by their faculty. Utilize careful analysis and computation to ensure accuracy.
- Support business manager in reviewing documentation from GPIDEA to update GPIDEA/AG*IDEA spreadsheets and ensure all formulas and transfer amounts are correct.
- Update and document procedures as needed and provide updated information to supervisor, Global Campus staff and instructors.
- Work with K-State’s internal audit unit on accounting policy matters.
Travel Management and Accounting – 15%
- Manage all aspects of travel processing for Global Campus and advise faculty/staff on policies and procedures related to travel.
- Prepare and process agency payment vouchers (APVs) for registrations as needed.
- Compute travel reimbursement amounts and accurately prepare travel vouchers and out-of-state travel request forms for obtaining appropriate travel reimbursements.
- Maintain knowledge of current Global Campus, university and State of Kansas travel policies and procedures at all times and advise Global Campus staff of changes that might affect the staff or their programs.
- Manage the budgeting and reconciliation process for travel by posting expenditures to the Global Campus accounting system and maintaining appropriate records of all travel information for documentation.
- Analyze and research discrepancies to ensure accurate accounting.
- Prepare special professional development analysis and reports for administration upon request.
Purchasing Support– 10%
- Provide guidance for Global Campus purchasing process utilizing established purchasing procedures and regulations. Maintain knowledge of what must be purchased on state contract or from selected vendors or other state agencies, and interact with the university’s Division of Financial Services’ Purchasing office and the State of Kansas Division of Purchases.
- Maintain appropriate BPC credit card(s) for Global Campus purchases such as marketing, travel, etc.
- Prepare and post monthly credit card charges to appropriate internal accounts.
- Reconcile business procurement cards and post for approval.
- Complete appropriate university and state forms (APVs, PRs, etc.), including writing specifications for bids when needed and obtaining appropriate Global Campus and university approvals.
Unit/Global Campus/University Responsibility – 5%
- Maintain confidentiality of records as required.
- Provide assistance to both office specialists and business manager in their absence or when those positions are vacant.
- Maintain back-up training for business manager position to include knowledge of the university’s appointment processes and time and leave processes and be skilled in using the university’s personnel management software. Maintain knowledge of student payroll, time and leave, non-university payment documents, refunds, miscellaneous budget transfers, internal accounting transfers and non-payroll reconciliation.
- Serve on unit and Global Campus goal teams or project teams as requested.
- Participate in Global Campus professional development opportunities.
- Assist the administrative consultant by preparing and analyzing special reports and managing special projects as assigned.
- Complete other duties as assigned.
- High school diploma
- Two years of relevant experience
- Two- or four-year college degree
- Five years of progressively responsible experience in office work with an emphasis on accounting
- Demonstrated dependability and customer service experience
- University or academic experience with knowledge of Kansas State University
Knowledge, Skills and Abilities:
- Advanced computer skills to include Microsoft Office Suite (Word, Access, Excel), Adobe PDF, email and electronic calendar or comparable software
- Ability to create and edit spreadsheets that include formulas
- Knowledge of accounting principles, practices and standards
- Ability to process information with a high degree of accuracy
- Ability to work independently and as part of a team
- Excellent oral and written communication skills
- Ability to research and solve problems independently
- Ability to organize, prioritize and proceed on own initiative and pay close attention to detail
- Ability to understand, interpret and implement policies and procedures and to problem solve effectively
- Ability to work with a very diverse client group and to establish and maintain effective working relationships
- Ability to use critical thinking to analyze and interpret data and information
- Ability to determine deadlines, set priorities and meet established timelines
- Demonstrated ability to manage projects from inception to completion with little supervision and a high degree of accuracy
- Discretion in handling confidential information and materials
- Applicants must be currently authorized to work in the United States at the time of employment.
Work Location: This is a remote position with Global Campus, but the incumbent must be available to work occasionally in the Global Campus office on the Manhattan campus. Employees are expected to maintain a home office or other approved location (in accordance with university policy) from which they would work. Global Campus operates on Central time.
Appointment conditions: Unclassified, regular, non-exempt, 12-month appointment
Inclement weather designation: Non-essential
Salary range: 07A $17.34-$26.88/hour
Submit your application and required materials via the K-State Jobs applicant portal.
Application materials should include:
- Cover letter addressing your qualifications and skills related to the position
- Resume or curriculum vita listing education and employment history
- Three professional references including name, address, phone number (mobile number if appropriate) and email address
Screening of applicants begins immediately and will continue until the position is filled. For best consideration, apply by November 14, 2022.
Kansas State University is an equal opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, age, national origin, disability or status as a protected veteran.
Background check required.