Business Office Assistant

Business Office Assistant

The Business Office Assistant performs administrative, clerical, accounting, receivable accounts, cashiering, and purchasing functions in support of the College's Business Office. The position assists with maintaining financial records, processing transactions, supporting purchasing activities, organizing and maintaining records, and providing general administrative support to the Business Office. Duties are performed in accordance with applicable College policies and procedures, Alabama Community College System policies and procedures, and applicable state and federal laws and regulations. Salary: Appropriate placement on ACCS Salary Schedule E3, Grade 04: $41,349-$59,541 Applicants must meet the minimum qualifications and must submit a complete application packet through the on-line application system to be considered. A complete application consists of the following:

• An on-line application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications. Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.

Essential Duties and Responsibilities

Essential duties and responsibilities include, but are not limited to, the following:

Cashier and Accounts Receivable Duties

1. Perform general clerical duties related to accounts receivable and maintain organized filing systems.
2. Assist accountants with maintaining, reconciling, and balancing accounts.
3. Assist with restricted funds reporting and billing.
4. Serve as a backup cashier on all College campuses, as needed.
5. Prepare miscellaneous reports and assist with special projects as assigned.
6. Scan, index, and maintain digital documents for the Business Office.
7. Assist with the preparation of accounts receivable billings for College tuition and fees.
8. Communicate with external agencies to resolve invoicing issues and facilitate timely payment.
9. Assist with student billing and prepare invoices each term for outstanding balances owed to the College.
10. Assist with the review and processing of delinquent student accounts for referral to the Director of Accounting and Finance and, when appropriate, submission to a collection agency.
11. Maintain student account holds in accordance with College policies and procedures.
12. Record, track, and distribute notifications related to tuition deferment contracts.
13. Maintain Business Office supply inventory and place orders as needed.
14. Answer telephone calls and provide accurate and appropriate information regarding Business Office functions and procedures.
15. Receive, open, distribute, and forward mail and faxes as appropriate.
16. Perform and maintain equipment inventory records.
17. Maintain documentation required by external auditors and ensure records are properly organized and readily available during annual audits.
18. Maintain proficiency in applicable financial and administrative systems, including TouchNet, Banner, and other systems or resources through webinars, training, FAQs, and other professional development opportunities.
19. Comply with all applicable policies and procedures of the Alabama Community College System and the College, as well as applicable state and federal laws and regulations.
20. Perform other duties as assigned by the Director of Accounting and Finance or President.

Purchasing and Procurement Duties

1. Review, approve, and issue purchase orders in accordance with College purchasing policies and procedures.
2. Provide training and assistance to campus users regarding purchasing procedures.
3. Calculate and file applicable sales tax reports on a monthly basis.
4. Prepare and file annual 1099 forms.
5. Verify vendor Taxpayer Identification Numbers (TINs) through the Internal Revenue Service prior to establishing vendors in Banner.
6. Maintain E-Verify records for the College's Business Office.
7. Maintain SAM.gov debarment records for applicable restricted payments.
8. Verify and maintain banking information for vendors receiving payments by ACH.
9. Coordinate ACH requests from vendors and prepare required documentation.
10. Communicate with vendors regarding Disclosure Statement requirements and track receipt and maintenance of required Disclosure Statements.
11. Maintain Business Office contract files and related documentation.
12. Assist with distributing purchase orders to departments.
13. Prepare annual refund calculations and submit requests for refunds of excess utility taxes paid to the Alabama Department of Revenue.
14. Process and track consultant payments.
15. Perform price verifications for purchases using applicable in-house bids and contracts, state contracts, purchasing cooperatives, and other approved purchasing resources.
16. Identify and evaluate new purchasing contracts, cooperative purchasing opportunities, and state bids that may benefit the College.
17. Coordinate the establishment of new purchasing accounts with vendors and sales representatives to maximize the College's use of available purchasing cooperatives, contracts, and state bids.
18. Track and maintain monthly utility cost data using Excel and prepare related information for the Director of Accounting & Finance and President.
19. Verify vendor TINs, scan and maintain W-9 forms, and track required vendor documentation.
20. Monitor vendor balances and purchasing activity to ensure compliance with applicable competitive bidding thresholds.
21. Process travel authorization forms and maintain an organized travel documentation system.
22. Match travel authorization forms with travel reimbursement claims and review claims for compliance with applicable College policies, procedures, laws, and regulations.
23. Prepare credit application forms for new vendors.
24. Audit travel reimbursement requests for compliance with College policies and applicable state and federal laws and regulations.
25. Review and update travel policies and procedures annually, as assigned.
26. Maintain the bid log for solicitations conducted pursuant to the Alabama Competitive Bid Law.
27. Coordinate with departments in the development of specifications for competitive bids.
28. Prepare bid solicitations and distribute them to prospective vendors.
29. Maintain bid files; coordinate responses to vendor and departmental questions regarding bids; and maintain a list of vendors requesting inclusion on applicable bid lists.
30. Perform other duties as assigned by the Director of Accounting and Finance or President.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions MINIMUM EDUCATION and/or EXPERIENCE

1. A minimum of an associate degree from a regionally accredited institution is required.
2. Proficiency in Microsoft Office applications (or equivalents) for data entry, reporting, and analysis is required.

KNOWLEDGE, SKILLS AND ABILITIES

1. General office practices, procedures, and administrative support functions.
2. Applicable college policies and procedures, including FERPA.
3. Enterprise systems such as Banner or similar platforms (preferred).
4. Strong organizational and time-management skills with attention to detail.
5. Proficient use of computers, office software, email systems, and standard office equipment.
6. Effective written and verbal communication, including drafting and proofreading professional correspondence.
7. Customer service and interpersonal skills, with the ability to interact professionally with diverse populations.
8. Manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
9. Exercise sound judgment and make decisions based on established guidelines and available information.
10. Maintain confidentiality and handle sensitive information with discretion.
11. Work independently with minimal supervision while supporting team objectives.
12. Remain calm and professional under pressure.
13. Demonstrate initiative, accountability, and a strong work ethic.
14. Learn and apply new processes, technologies, and procedures.
15. Support executive-level staff by anticipating needs and managing priorities effectively.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Bevill State Community College from the institution(s) granting the credits