University Cashier

Job Description

Job Description

Job Description

The University Cashier manages daily receipt processing, bank deposits, check printing, and collections while providing excellent customer service to students, cadets, parents, and campus departments. This role ensures accurate cash handling, compliance with institutional and state policies, and timely processing of payments and deposits. The position also supports change fund monitoring, mail distribution, and matriculation preparation to help maintain smooth financial and administrative operations across the university.

Responsibilities

• Enter all daily receipts, including cadet receipts, into the Colleague system and ensure they are recorded to the appropriate accounts.
• Monitor outside collection points to ensure they follow established deposit procedures as defined in the VAPP Manual.
• Scan, file, and maintain digital and physical records of all cash receipts, bank deposits, daily cash reports, and count‑out sheets for easy retrieval.
• Check bank activity daily for deposit and wire information and ensure all entries are accurately reflected in the Colleague system.
• Ensure departments adhere to VAPP Manual deposit procedures and maintain schedules for outside collection points, following up when funds are not turned in on time.
• File daily cash reports and session paperwork and send annual refreshers on cash‑handling policies to relevant departments.
• Conduct surprise cash counts at outside collection points to verify compliance with cash‑handling procedures.
• Prepare daily journal entries to correct due to/due from accounts for ACI fees.
• Enter wire transfers into the bank system for approval by the Bursar.
• Count cash, reconcile totals, and prepare daily bank deposits and cash reports, accurately reporting any overages or shortages.
• Ensure all bank deposits are prepared and ready by mid‑afternoon each business day.
• Print and post local fund, state, and payroll checks when notified by Accounts Payable and Payroll.
• Obtain required second signatures on local fund checks when necessary and ensure all checks are properly mailed or distributed according to Accounts Payable instructions.
• Return payroll checks to the payroll office and assist Accounts Payable in tracking and managing outstanding travel advances.
• Monitor delinquent cadet accounts, including those of dropped cadets, and send collection letters as needed.
• Send monthly collection letters by established deadlines and update student or cadet account holds as appropriate.
• Escalate qualifying accounts to the Attorney General’s Office or collection agencies and ensure they are sent by required monthly deadlines.
• Make regular telephone calls to debtors, including those in warning status, to encourage payment and resolve outstanding balances.
• Submit all eligible written‑off or outstanding accounts to the Debt Set‑Off program at least once per year by the required deadline.
• Maintain accurate counts and records of all accounts submitted to the Debt Set‑Off program, including adding new accounts and removing paid accounts.
• Prepare and send required correspondence when notified of a Debt Set‑Off match.
• Monitor areas with change funds by conducting annual cash counts and performing surprise visits to verify balances.
• Record all cash counts and findings in a dedicated notebook or log to maintain an audit trail.
• Distribute incoming mail to the appropriate departments on a daily basis.
• Support matriculation preparation by organizing financial materials, assisting with setup, and completing assigned tasks according to the matriculation schedule.
• Provide courteous and professional customer service to students, cadets, parents, and staff in person, over the phone, and via email.
• Use established workflows and timelines to ensure all receipt processing, deposits, collections, and reporting are completed by their respective daily, monthly, and annual deadlines.

Essential Skills

• 1–2+ years of experience in payment posting, payment processing, banking, or a closely related field.
• Demonstrated experience processing incoming money and payments, including receiving funds, preparing deposits, and tracking payments in financial systems.
• Strong attention to detail with a proven ability to ensure accuracy in cash handling, deposits, and financial records.
• Customer service experience working with students, cadets, parents, or the public in person, over the phone, and via email.
• Ability to use financial or enterprise systems such as Colleague or similar platforms for recording receipts and managing accounts.
• Basic accounting knowledge sufficient to understand debits, credits, due to/due from entries, and reconciliation processes.
• Ability to follow detailed written procedures, such as cash‑handling and deposit guidelines, and ensure compliance with institutional policies.
• Strong organizational skills to manage daily deadlines for receipts and deposits, monthly collection activities, and annual reporting requirements.
• Clear verbal and written communication skills for interacting with customers and preparing collection letters and other correspondence.
• Ability to maintain confidentiality and handle sensitive financial information with discretion.

Additional Skills & Qualifications

• Previous experience in a university or higher‑education environment.
• Experience in a structured or military‑style environment, such as VMI or similar institutions.
• Background as a bank teller, banking professional, or administrative professional handling payment processing.
• Familiarity with state collection processes, including working with the Attorney General’s Office, collection agencies, or Debt Set‑Off programs.
• Experience using enterprise resource planning (ERP) or student information systems for financial transactions.
• Ability to handle a high volume of transactions while maintaining accuracy and strong customer service.
• Comfort answering detailed questions about payments, deposits, and account balances from students, cadets, and families.
• Capability to explain payment processes clearly and provide guidance on resolving outstanding balances.

Work Environment

This is a full‑time, on‑site role in a university setting with standard hours of Monday through Friday, 8:00 a.m. to 5:00 p.m. The University Cashier works in an office environment that involves frequent interaction with students, cadets, parents, and campus departments at the cashier window, by phone, and by email. The role relies on computer‑based financial systems such as Colleague, standard office software, and banking platforms to process receipts, prepare deposits, and manage accounts. Daily work includes handling cash, checks, and other payment instruments, preparing physical bank deposits, and managing paper and digital records. The position supports a structured, policy‑driven environment that emphasizes accuracy, timeliness, and adherence to institutional cash‑handling and collection procedures. Standard professional office attire is expected to maintain a courteous and service‑oriented image when interacting with the campus community. The role is offered as a long‑term contract opportunity with benefits, including paid holidays and paid time off, providing stability while working within a collaborative business office team.

This is a Contract position based out of Lexington, VA.

The pay range for this position is $16.80 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Lexington,VA.

This position is anticipated to close on Sep 17, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.