Financial Operations Specialist
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Overview
Job Description
POSITION SUMMARY
The Financial Operations Specialist is a cross-functional Business Office professional responsible for supporting and maintaining continuity across student accounts, cashiering operations, general accounting, payroll support, reconciliations, financial reporting, and audit preparation.
This position is intentionally structured as an operational resilience role within the Division of Administration & Finance. The incumbent will be cross-trained in student receivables, cash management, general ledger accounting, and payroll-related accounting functions to ensure uninterrupted financial operations during staff absences, peak registration cycles, audit periods, or organizational transitions.
The ideal candidate is analytically strong, operationally versatile, detail-oriented, and comfortable interacting with students, faculty, staff, auditors, and external agencies.
TASKS & RESPONSIBILITIES
- Student Accounts & Receivables
- Analyze student account data to ensure tuition, fees, scholarships, grants, and payments are accurately posted.
- Perform account adjustments, billing, collections, and refund processing.
- Maintain aging reports and assist in managing delinquent accounts.
- Coordinate with collection agencies as necessary.
- Reconcile student sub-ledger accounts to general ledger control accounts.
- Partner with Financial Aid to ensure accurate aid posting and refund clearance.
- Support registration cycles and student-facing tuition communication.
- Generate monthly collection and receivable reports for leadership.
- Cashiering & Cash Management
- Receive and reconcile daily cash, checks, credit card transactions, and other payments.
- Prepare daily deposits and ensure timely bank submissions.
- Maintain custody and logging of sensitive financial instruments (loan checks, vendor payments, work-study checks).
- Prepare daily recap and reconciliation reports.
- Monitor returned checks and coordinate re-charges to student accounts.
- Maintain Deferred Payment Plan tracking and reporting.
- Support registration payment processing and high-volume transaction periods.
- Evaluate cashiering processes and recommend operational improvements.
- General Accounting & Financial Reporting
- Prepare monthly general ledger reconciliations.
- Assist in preparation of financial statements and supporting schedules.
- Analyze monthly financial data and report variances.
- Support payroll accounting entries and reconciliation.
- Review fixed asset schedules and investment account reconciliations.
- Ensure proper accounting entries and corrections in accordance with GAAP and fund accounting standards.
- Assist with annual financial and tax audits.
- Support preparation of required University reporting.
- Payroll & Operational Support
- Provide backup support for payroll processing and reconciliation.
- Manage payroll-related inquiries through designated communication channels.
- Ensure payroll entries reconcile to general ledger.
- Maintain confidentiality of payroll and personnel financial information.
- Compliance, Controls & Process Improvement
- Ensure adherence to internal controls and University policies.
- Safeguard highly sensitive financial information.
- Evaluate operational processes for efficiency and risk mitigation.
- Recommend procedural improvements to strengthen financial controls.
- Serve as cross-trained backup to the Bursar, Staff Accountant, and Cashier functions as needed.
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