Job title: Accounting/Budget Specialist
Department: Financial Affairs & Business Services
Schedule: 7:00 am to 4:00 pm Monday to Friday
General Description: Under the supervision of the Director of Business Office, the Accounting/Budget Specialist is primarily responsible for:
The College's treasury services receiving and disbursing payments from students, employees and external stakeholders of the college as well as banking and the reconciliation of all monies received. Providing direct support to the Budget and Compliance Officer in respect of budget compliance queries and processing of disbursements. Providing key support services for the daily operations of the Business Office. Essential Functions: 1. Provide treasury services and front office counter services to the CMI community. Provide front office contact for counter, email and telephone enquiries dealing with students, employees and external customers of the college. Receive cash/checks payments and book against correct codes in respect of students' accounts and other College accounts. Reconcile cash receipts and prepare deposits for banking on a daily basis. Disburse accounts payable checks to vendors through the cashier counter and direct delivery. Prepare wire documents for wiring of payments to vendors. Disburse payroll checks at the cashier counter and direct bank deposits for every pay period. Prepare payroll documents for transfer of payroll every pay period. Prepare collections reports daily. Communicate with students, parents, staff, and external stakeholders in the course of performing work. Prepare various accounting schedules by fund source, in accordance with VP Business and Administration requirements. 2. Provide office management and support services to the Business Office daily operations. Coordinate with other Business Office areas for the reconciliation of student payments and refunds of registration and related fees each semester. Coordinate with other Business Office staff regarding PELL awards and together awards and other grants or scholarships to students. Receive and process Travel Requests (TAs) in accordance with Federal grant requirements and the College's travel policy requirements. Check all TA requests submitted to budgets for compliance with Federal, in-house policies and RMl regulations. Process electronic requisition (e-req) to expedite emergency requests internally and other departments. Perform ad hoc duties as required by the Director of Business Office. 3. Digitalize documents generated and received. Create a digitalized filing system for the Business Office. Assist in developing procedures on how to digitalize all Business Office documents. Coordinate with respective Business Office staff in gathering the required documents. Coordinate with IT Department in developing the e-filing system. Provide monthly reports to the Director of Business Office on the progress of the digitalized e-filing system. 4. Provide assistance to Department Heads and CMI Community on budget development and implementation. Work closely with Budget & Compliance Officer on all budget and grant matters. Assist Budget and Compliance Officer with analysis and feedback about budget and grant inquiries and issues. Assist Budget and Compliance Manager in advising on budget and grant budget reports and compliance. Participate in the design & implementation of Department budget strategies. Ensure all Departments operate in accordance with the College's Policies & Procedures. Assist in processing budget amendments/reprogramming. Provide updates on new changes in policies, procedures, or requirements. Minimum Qualifications: AA/AS Degree. At least 2 years of relevant work experience in office management and accounting. Ability to use the SAGE/MIP Accounting and Microix System, PC and related software. Ability to communicate effectively both orally and in writing. Ability to work effectively in a diverse community and meet the needs of diverse student populations. Ability to work under moderate supervision. Preferred Qualifications: Knowledge in the SAGE/MIP, Microix, Excel, and other electronic systems. Ability to learn new information.
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