Business Office Accountant

Monitors and manages all aspects of the financial operations of the UCM Store, utilizing MBS Inventory Management, e-commerce, POS systems, and Banner. Prepares, codes, and enters payment requests into internal store systems and Banner, then forwards them to the Accounts Payable department. Verifies cash deposits against revenue distribution documents, financial reports, including sales tax, and accounts receivable, with both internal and external entities.

Reconciles student financial aid transactions, vendor statements, university financial system reports, and cash funds for semester opening and textbook buyback funds. Provides support and information to the Director of the UCM Store for all budget-related matters. Creates and updates financial reports regularly for internal use by store leadership.

35%

• Utilizes University Store’s comprehensive inventory management, point of sale, and e-commerce systems (MBS) alongside the University’s financial systems (Banner/UCMarket) to ensure the integrity of customer transactions and vendor pricing, and prepares payment requests.
• Submits coded payment requests to the Director for authorization and enters data into MBS and Banner, and forwards to University Accounts Payable for final processing.
• Reconciles payment requests and revenue distribution reports with Banner.
• Maintains and reconciles vendor statements of account and collaborates with store buyers to request missing invoices, credit memos for defective/missing merchandise, as well as pricing errors.
• Prepares financial reports, reconciles procurement cards for travel & purchases, vendor statements, etc.
• Archives financial records as prescribed by university guidelines.

20%

• Active engagement with merchandise buyers for reconciliation of purchase orders, chargebacks, price changes, and inventory adjustments with vendor invoices, and ensures the integrity of data entry and records in the UCM Store’s inventory management system and Banner.
• Matches store purchase orders with receiving documents and posts transactions to the store inventory system.
• Ensures documentation is complete and accurate.
• Cooperates with buyers to open vendor lines of credit and secures required documentation to meet university requirements for payment processing.

10%

• Helps Director reconcile Student Financial Aid charges processed online and in-store with university financial systems using Argos reports.
• Reconciles bank card deposits for payment tender of merchandise/services with bank depository daily reports using BASYS card processing reports, along with reports provided by third-party gateway providers (VANTIV/Element/World Pay & XIPay/Paymetric) for store systems.
• Collaborate with staff in Student Financial Services, Financial Aid, and Athletics to ensure compliance with third-party agencies for billing/crediting of student accounts.
• Provides supporting documents to Student Financial Services for timely payment processing of third-party (RSB, Voc Rehab, Chapter 31, Workforce Development) charges.

10%

• Provides active support to UCM Store’s buyback program at the end of each semester by collaborating with UCM Store management team to order and reconcile cash funds required for a successful student buyback program, including daily cash reconciliation with system-generated buyback transaction reports.
• Aids UCM Store operations on an intermittent basis as a cashier and opening/closing supervisor to reconcile cash funds with the POS System daily, prepare bank deposits, and forward to University Accounting Services along with a revenue distribution document.
• Reconciles digital textbooks with store systems and vendor invoices/statements.

10%

• Help prepare a variety of financial reports, including sales comparison reports for seasonal events, as well as quarterly activity reports and fiscal year close statements for outstanding receivables, payables, credit due, and payroll deduction records.
• Maintain and update records for tax-exempt clients and ensure tax-exempt letters are on file.

5%

• Responds to complex inquiries from customers and vendors.
• Submits job orders to Facilities Planning & Operations, coordinates acquisition and disposal of…