- Management Experience
- Word Processing
- Computer Skills
- Business Management
Title: Institutional Support (Business Office Revenue Generating Cashier)
Position Number: 0079620T (Job Number 2020-00098)
Hiring Unit: UH Maui College
Location: Kahului, Maui
Date Posted: February 19, 2020
Closing Date: March 04, 2020
Salary Information: salary schedules and placement information
Temporary: See other Conditions
Position may continue depending on funding, position renewal and program needs
Duties & Responsibilities:
Assist in meeting the Campus' financial management responsibilities for all revenue generating and financially self-sustaining programs; Assist Campus Programs with developing and maintaining standard operating procedures to ensure proper accounting controls are in place, including clear segregation of duties for receiving, counting, and recording of cash receipts on the deposit forms; Ensure that there is clear segregation of duties for the recording of cash-related ledger correcting adjustments, making the deposit at the Business Office & comparing cash deposits recorded in the general or subsidiary ledger to deposit form amounts; Responsible for ensuring that all sales proceeds generated by the Campus Programs are deposited daily with the bank.Audit and review the daily receipt, validation, and submission of deposits received from campus departments. Review the entry and correction of data entered online. Reconcile all deposit slips to cash deposited at the bank; Conduct regular cash handling and deposit audits of all Campus Programs to ensure separation of duties from cash collection and cash deposits, as well as ensuring that procedures are followed and that corrective action is taken in a timely manner; Keep a record of cash handling audits and corrective actions taken; Responsible for reconciling all Campus Program point of sale (POS), registration, and/or separate accounts receivable sub-systems, and inventory control systems on a monthly and annual basis, with the University general ledger accounting systemReport variances in the financial and inventory information identified in the reconciliation process immediately to the Program personnel in order to determine corrective action(s) that need to be taken for systems to balance with the general ledger; Perform an inventory roll-forward calculation based on inventory dollar values in the point of sale (POS) System on a monthly basis. Compare and reconcile the calculated ending inventory to the month end inventory physical counts; Review the program accounts receivable aging report on a monthly basis, ensuring that the program follows up on receivables in excess of 30 days outstanding; Ensure that all Program billing and accounts receivable processes follow a prescribed campus protocol to ensure timely posting of accounts receivable, invoices and collections; Responsible for collecting and processing all external customer accounts receivable payments through the Kuali Financial System (KFS) Accounts Receivable Processor and prepare deposit slip; Responsible for preparing Internal Billing (IB) edoc in the Kuali Financial System (KFS) using accounting information entered on the Internal Departmental Order (IDO) form in order to transfer funds from the expense account to the income account; Responsible for reconciling all debit/gift card transactions with Kuali Financial Systems accounts on a monthly basis; Ensure that sold gift cards shall not be recorded as revenue until redeemed, and that Campus Programs impose an "account maintenance fee" on all outstanding debit cards with residual value that shows no activity in a 90-day period
Responsible for ensuring that Campus Programs follow proper state and federal laws with regard to gift cards with residual value that show no activity beyond a one-year period; Assist with providing Program personnel with monthly revenue and expense, cash flow, and balance sheet reports based on information in the University general ledger accounting system; Assist the Fiscal Administrator in conducting an analysis to determine "net profit" of Program activity deemed subject to unrelated business income tax (UBIT) and calculate any applicable UBIT tax payments that need to be made to the IRS; Assist the Fiscal Administrator in ensuring all revenue generating and financially self-sustaining programs that generate revenue via contractual rebate/commission payments follow the appropriate accounting procedures; Responsible for reconciling all rebates/commissions owed to the University by a Contractor within seven (7) days from the receipt of payment; Assist the Fiscal Administrator in reviewing all point of sale (POS) systems to ensure adequate financial information, cash handling, and access controls can be implemented through the use of the POS before allowing the purchase and use of the POS system; Responsible for ensuring that the Campus Administrative Cost Rate is applied on a monthly basis to all gross receipts of revenue generating program activities, credit sponsored/sheltered agreement classes, as well as non- credit classes; Serves as the resource person for all cashiering functions at University of Hawaii Maui College
Assists in the planning and implementing of procedures, requirements, and guidelines for the processing of all registration payments, financial aid disbursements, and student refunds for the campus; Responsible for the daily collection activities, recordation, and deposit of tuition and fees; Works with technical staff, Vice Chancellor for Student Affairs, Registrar, counselors, and department heads to resolve problems relating to the registration process affecting the cashiering operations; Utilizes a computerized registration system to receive and record student related payments. Resolves problems with students, utilizing judgment in making certain decisions; Determines and analyzes system-type errors, and make adjustments as necessary. For example, if a charge is not posting correctly to a student's account, incumbent makes adjustments to the system to resolve the problem appropriately; Advises students in financial aid, admissions, and registration policies as they relate to payments and/or refunds
Analyzes student statements that cannot be interpreted by clerical staff, and determines accuracy in awards or charges/credits. Works with financial aid and registration staff to resolve problems; Enforces all University fiscal policies and procedures as related to registration; Develops and maintains written internal departmental instructions and operational procedures for revenue collecting departments; Assists in the review and audit of all refunds for student related credits. Interprets the Banner system procedures, analyzes problems, and maneuvers the system to maximize solutions. Verifies and authorizes all refunds as accurate and appropriate; Recommends improvements to processes, procedures, and applications for the registration system and cashiering office.
Interprets policies & procedures as necessary and makes decisions in the in the day-to-day operations in the absence of the supervisor. This requires direct contact with outside agencies, Central Admin personnel faculty, staff, students & the general public; Assists in the supervising and training of support staff in all areas of cashiering; Assists supervisor in reconciling all deposits to account records. Also assists supervisor in gathering appropriate information for requested reports such as cash-flow analyses, tuition and fee revenue reporting, financial statements, and etc.; Assists in the maintenance of accounts receivables for the Business Office. Maintains financial obligation files on all clients owing monies to the College; In problem situations, must utilize judgment in making resolutions. Makes decisions on appropriate action when financial obligations are not met
Follows up on other student related receivables, such as library charges, non-credit tuition charges, health center, and media center; Recommends revenue department accounts for tax setoff or collection agency, or write-off as appropriate. Processes all documents in support of these activities; Assists other Business Office personnel as requested or during periods of personnel absences; Supervise two or more student employees. Plan student work schedules and keep running totals of wages.; Performs other duties as assigned by the Asst. Fiscal Administrator or Fiscal Administrator.
Other Duties as Assigned
Possession of a Baccalaureate Degree in Accounting, Business Administration or a related degree with some course work in Business Management and 0 years of progressively responsible professional experience OR equivalent education/training or experience.
Functional knowledge of principles, practices and techniques in cashiering and accounting demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with cashiering and accounting.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the cashiering and accounting.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Name: UH Maui College, Human Resources
Click on the "Apply" button on the top right corner of the screen to submit a completed application form and attach required documents. Documents include:
Resume and/or Curriculum Vitae (CV)
Three (3) professional references with contact information (include email address)
Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (original official transcript(s) will be required at the time of hire). Copies of transcripts must be attached to your application to receive credit for degree(s). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant. Late, incomplete or unreadable application materials will not be considered. Academic record/grade summaries will not be accepted. Diplomas and copies will NOT be accepted. Please REDACT references to social security numbers and birth date on submitted documents. In order to be official, transcripts must have the official seal and be mailed or electronically submitted directly from the degree-granting institution. Transcripts may not be stamped as issued to student or as a student copy. Ask the Registrar to mail the transcript to the attention of UHMC HR or email to firstname.lastname@example.org).)
A brief one-page cover letter explaining how you meet the minimum and desirable qualifications
OPTIONAL - Three (3) letters of recommendation attesting to job performance and personal character).
The application will be considered incomplete if material is unreadable. Separate documents and application materials must be submitted for each position. Late or incomplete applications will not be considered. All requested documents/information become the property of UH Maui College and will not be returned. Faxed, e-mailed, or incomplete application packets will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
EEO/AA, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.