General Statement of Duties: The Staff Assistant for the Business Office provides assistance for general ledger accounting in support of the Academy’s financial operations.

Responsibilities:

• Supervise and review of the Academy’s accounts payable process on a weekly basis, perform TIN matching. Process the Foundation accounts payable through Financial Edge software, provide support for the Student Government Association by monitoring budgets, accounts receivable and payable, ensure that the overall fiscal policies, practices and regulations meet compliance requirements
• Support, when necessary, accounts receivable process by ensuring payments are posted to the correct accounts
• Manage inventory control and WASP system
• Manage MARAD billing, and serve as the primary contact for MARAD as it pertains to financial transactions and reimbursement
• Responsible for assisting with the requisition process, ensuring procurement policy is adhered to
• Responsible for reconciling and reviewing Financial Edge transactions including pledges and gifts
• Monitor cash receipt of all funding to the general ledger for purpose of ensuring the accuracy of reported information, availability of funds (including Chartwells operations), and compliance with established financial guidelines and policies
• Record monthly journal entries, perform reconciliation of general ledger accounts, assist with month end and year end closing, assist with management of various state, local and private grants and assist with annual audit planning and related preparation, including updating the fixed asset and depreciation spreadsheets
• Assist in treasury management function to include projections for cash flow and credit card payments from multiple source
• Perform monthly bank reconciliations
• Monitor outstanding checks and review stale checks for the need of reissuance or submitting to the abandoned property agency
• Responsible for all state/ MMARS related payments made with the State Appropriation funds, reconciling all MMARS transaction to the general ledger, review fund trust income and expenditures
• Reconcile 912 – Athletic Reimbursement account - monthly and submit invoices to the Foundation. Update 912 accounts in the spreadsheets shared with the Athletics department. Manage PEX card
• Monitor Transact/ Cashnet operations, create stores, assist with dress down days set up and communicate with the Student Services department.
•  All other duties, as assigned