Accounting Assistant

Title: Accounting Assistant    

Department: Business Office

Supervisor: Director of Finance & CFO    

Pay Grade:  8    

Revision Date: 2/10/2026

Location:  Academic Technical Center     

Approved by: President

Position Summary:

The Accounting Assistant, under the direction of the Director of Finance & CFO, is responsible for coordinating the accounts receivable and accounts payable functions of the Business Office. This position is also responsible for maintaining financial records, recording financial transactions, reconciling and ensuring the accuracy of accounting database information, and preparation of financial reports, while providing accurate and timely financial information.  This position will begin toward the middle or end of June 2026.  Exact date will be determined during the interview process.  

Specific Responsibilities

1.    Providing customer service, including answering questions and explaining College policies and procedures, resolving problems, and answering phones.

2.    Accepting and recording student payments, creating payment plans, and recording all forms of revenue receipts from external agencies and internal offices.

3.    Daily reconciliation of cashier reports to cash drawers, web payments and receipts, and preparing daily bank deposits.

4.    Manage accounts receivable functions including processing student charges, preparation of student statements, maintaining financial holds, and coding student accounts.

5.    Coordinate student communications via email and text for payment plan reminders, tuition due date reminders, and collection notifications for past due balances.

6.    Third-party invoicing for agency-sponsored students in coordination with various external agencies and the preparation of non-credit invoices in coordination with Workforce Development staff.

7.    Preparation of monthly accounts receivable aging reports for Workforce Development staff.

8.    Post financial aid disbursements, scholarships, and agency funding to student accounts in coordination with the Financial Aid Office and disburse all refunds due to financial aid, withdrawals, or overpayment.

9.    Accounts payable function, including the review of requisitions for accuracy of general ledger accounts and ensure all required approvals and documentation are obtained. Prepare and process purchase orders, record invoices, credit memos, and disburse check and ACH payments.

10.    Prepare purchase orders and payment vouchers in the State OAKS system for capital purchases/projects.

11.    Monitor outstanding checks, processing voids and reissues, and requesting stop payments with the bank

12.    Reconciliation of purchasing credit card receipts with monthly credit card statement ensuring all required approvals and documentation are acquired.

13.    Perform monthly bank reconciliation including electronic retrieval of check files to/from the bank.

14.    Back-up to reconcile and import book and supply charges from eCampus and Campus Shop to College information system.

15.    Maintain all petty cash and change funds.

16.    Collect, sort, and distribute the mail. 

17.    Other duties as assigned.

Physical Requirements:

Note: Please rank the below tasks as F for Frequent (6+ hours daily), M for Moderate (4-6 hours daily), O for Occasional (2-4 hours daily) or R for Rarely(>2 hours daily).

F    Stand or Sit    R    Stoop/Kneel/Crawl    R    Carry/Weight Lift

O    Walk    F    Talk/Hear    R    Exposure to Outside Environment

F    Use of Fingers/Hands    F    See    R    Able to lift 10 pounds

R    Climb    R    Taste/Smell    R    Exposure to Hazardous Materials

Position Requirements:

Note: Please list the educational, experience, and skill set required

1) Associate’s degree in accounting required; Bachelor’s degree preferred.

2.) Minimum 1 to 3 years’ experience in accounts receivable and accounts payable.

3.) Excellent computer skills and knowledge of Microsoft Windows, Excel, and Word.

4.) Excellent interpersonal and communication skills.

5.) Independent judgment, discretion, confidentiality.

Belmont College does not discriminate or permit discrimination by any member of its community against any individual on the basis of race, color, national origin, sex, sexual orientation, age, disability, housing, citizenship, veterans status, or genetic information in matters of admissions, employment, or service the College provides. Belmont College also prohibits retaliation for asserting or otherwise participating in claims of discrimination and harassment.  

This job description is subject to change at any time and nothing in this job description restricts the college’s right to assign or reassign duties and responsibilities. Additionally, this job description shall not be construed as an employment contract.