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Accounting Associate

Description of Job

The Accounting Associate is a combined position to assist the Business Office with accounts receivables and accounts payables functions.

In collaboration with Edgewood Central, Graduate Admissions, Registrar Office, Residence Life, and Security on financial aid, student charges and posting to student accounts, the Accounting Associate will support the Senior Accounts Receivable Associate with the billing and collection of student accounts which includes but not limited to working with individual students on student billing and communication on upcoming payment deadlines via email, text, and personal phone calls. In addition, the position is responsible for graduate student third party billing for federal and state organizations along with existing and new partnership agreements.

The incumbent will monitor, answer questions, and provide documentation for the Business Office email box along with answering phone calls on a rotating basis with other staff.

This position is also responsible for the accounts payable, customer service and cash receipting.


Accounts Receivable

  • Prepare third party billing for graduate students including federal, state, and partnership agreements.
  • Work closely with students regarding billing questions to ensure they are answered in a timely manner
  • Counsel students regarding billing and payment guidelines
  • Collaborate with Senior Accounts Receivable Associate on deadlines, communication timeline and students with special financial circumstances
  • Communicate through email and telephone to students on delinquent accounts
  • Place or remove a registration hold from a student record
  • Serve as point of contact at the Business Office, responding professionally and courteously to all inquiries from constituents, i.e. students, faculty, and staff through personal and telephone communications
  • Adhere to all FERPA (Family Education and Privacy Act) regulations in all job aspects
  • Keep up to date with College, departmental and professional (federal and state) changes in the field

Accounts Payable

  • Review all invoices for appropriate back up documentation and budget officer approval and adherence to college policies and procedures.
  • Accurate entry of invoices.
  • Set up of vendor information and continual review including correct vendor remittance address.
  • Process weekly accounts payable check batch and check processing.
  • Monitor outstanding vendor invoices/credit memos by reviewing vendor statements and communicating with vendors.
  • Review all vendors to ensure accurate W-9 on file.
  • Scan and index W-9s in Feith document storage system.
  • Review monthly credit card statements for appropriate back up documentation, budget officer approval and adherence to policies and procedures.
  • Maintain accounts payable records and files including oversight on filing of invoices.
  • Review all accounts payable entries for 1099 MISC reporting and for International Travel for 990 reporting.

Customer Service

  • Point of contact for students, faculty and staff, concerning issues regarding accounting and student billing
  • Perform cash receipting and cash handling
  • Answer simple and complex questions via various methods including phone, email, etc.
  • Explain accounting policies and procedures to students, faculty, staff, etc.
  • Provide welcoming environment to students, faculty and staff

Business Office/Other functions

  • Participate in process improvement initiatives
  • Perform other duties as requested, delegated or assigned

Job Qualifications

Necessary Education or Work Experience

  • Bachelor’s degree from an accredited college or university or an associate degree combined with a minimum of three years of providing support for management.

Required Knowledge and Skills

  • Strong grammar, editing and writing, presentation and communication skills with experience interfacing with all levels of management.
  • Excellent organizational, time management and analytical skills required with the ability to manage multiple projects.
  • Be resourceful in independently seeking out information and solutions.
  • Maintain confidentially and use good judgement in making independent decisions with a high degree of tact and diplomacy.
  • Prepare and maintain record and reports in efficient and retrievable electronic office environment.
  • Ability to efficiently collaborate with faculty, staff, student, and all schools, departments and offices within Edgewood College.
  • Be flexible; plan, analyze issues and problem solve; and maintain composure under pressure.
  • Be a self-starter and have the ability to accept and carry out responsibilities.
  • Possess an attitude of assisting others and the ability to interact with internal and external constituents in a personable manner.

Specialized Technology Skills:

  • Proficiency in use of Microsoft Office Suite applications and Office 365.
  • Ability to use electronic office business equipment efficiently.
  • Willingness to learn new software.

Other Qualifications

Edgewood College, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence - the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values - truth, compassion, justice, partnership, and community.

To apply: Send a cover letter, resume, and references to:

Edgewood College
Human Resources - ACAS
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer