Position Summary

Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America’s top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education.  CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break.  We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The hiring salary for this position will be from the min to mid-point of the salary range.  

The primary responsibility of the Accounting Specialist II is to receive and accurately post all College of Southern Maryland and the College of Southern Maryland Foundation Inc revenue exclusive of student receivables. The Accounting Specialist II is responsible for the timely recording of deposits to ensure all college revenue and cash flow is accurately recognized to facilitate payments to vendors and employees by critical established payment due dates. The individual in this position is extremely detail oriented, efficient, accurate, analytic, and able to make knowledgeable decisions in a timely manner. The Accounting Specialist II reports to the Accounting Manager, DFS. 

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students.  The final candidate for this position will be subject to the following background checks:  Criminal History Check and Sex Offender Registry Check. 

This position is open until filled.  The College of Southern Maryland is an Equal Opportunity Employer. 

Specific Duties and Responsibilities

Essential Functions:

Verify all cash sessions from all cashiers to include reconciliation of deposits including verification from Cash Pro from Bank of America Merrill Lynch for cash deposit, check deposit, wire notification, and credit card payments.Reconcile daily the TouchNet settlements to cash sessions. This process includes maintenance of the Excel file on the Student Account Teams folder and creating documentation for the web sessions to be included in Perceptive Content. Notify Bursar of any inconsistencies or corrections needed to student accounts. Remote deposit all checks received for La Plata Bursar’s office using Cash Pro from Bank of America Merrill LynchWeekly trips to other campuses to pick up and deposit all cashVerify and post all payments received except for student payments into the Colleague data system. Prepare and reconcile cash for deposit to the college’s appropriate bank account and remote deposit all checks received using Cash Pro from Bank of America Merrill LynchPost all cash receipts to Colleague submitted from other departments such as the College Store, Student Affairs and the College of Southern Maryland Foundation, Inc. Run and analyze SEMA, a session manager screen in Colleague under the ST module, to ensure that all cashier sessions are closed and reconciled daily. Any lingering cash receipts under SEMA will be investigated with the cashier to ensure proper reconciling and closingDownload monthly funds in the college’s Pay Pal account and post in Colleague accordinglyMaintain cash receipt files in Perceptive Content. Position is the point of contact for cash receipts in Perceptive Content and responsible for ensuring all pertinent and required documentation is present for all cash sessions generated from Colleague. If documents are missing, this position will research and obtain the document(s) necessary to complete cash receipt files in Perceptive ContentMaintain cash receipt log to be used by DFS personnel for research purposes and fulfill document request from external auditor for yearly financial audit. The cash log will contain details that enable identification of cash sessions reconciling to bank deposits to include itemized details regarding wires, cash/check deposits, cashier location, session description, and any other pertinent information pertaining to a particular cash session from Colleague.Count, verify and reconcile La Plata Bursar’s office petty cash and cashier drawers monthly.Conduct surprise petty cash counts at Prince Frederick and Leonardtown Bursar’s offices and the College Store at La Plata, Prince Frederick, and Leonardtown campuses.Process and request change from the bank as needed for the La Plata College StoreRun the cash process (CGLP) and the invoice process (IGLP) daily in ST to ensure updated information is transferred from the ST module to the CF module in Colleague. Daily reports are downloaded to PDF’s and saved in the Bursar’s Team folder.Responsible for the maintenance of Market Place YouStore and YouPay. This process includes being knowledgeable regarding the software, functionality of the software, and ensuring the software interacts with Colleague.Responsible for monthly reconciliation of the state collections reportProcessing of monthly unclaimed property letters for accounts payable and students to include issuing letters, follow up, and re-issuing of check or submission of journal entry to Assistant Controller for amounts to be moved to unclaimed property.Conducts training on remote deposits in Bank of America Cash Pro and maintains procedures for remote deposit updating the procedures, as necessary.Monthly billing CSM Foundation, Inc. expensesQuarterly review of Student Affairs expenses and activity fee revenuePrint and seal accounts payable checks for each check run.Print and seal payroll checks for bi-weekly payroll processing.Scan and maintain accounts payable check report and payroll check report for each check run.Responsible for the retention and destruction of paper cash receipt files according to DFS department retention policies and proceduresProvides documentation of cash receipts for the yearly external auditResearch and retrieve documentation of cash receipts requested by the external auditor. Provides a listing of accounts receivable payments received in the first (3) three months of the new fiscal year for the yearly external audit.Provides support to the Accounting Specialist III, Accounting Manager, and Executive Director Financial Services during the external financial audit with research and documentation requests as needed.Assists with research and investigation involving revenue and accounts receivable receipts as issues arrive.Assists with updating procedure documents for the Accounting Specialist II position and writing new procedures and documenting if/when necessary.Assists college and foundation personnel with research regarding cash receipt entries in cost center accounts.Provides support to the Accounting Specialist II, Accounting Manager, and Executive Director Financial Services with research and/or assistance with projects and system issues as they develop.

Minimum Education and Training

AA/AS in Accounting/Finance/Business Administration required, BA/BS preferredMinimum of three (3) years’ experience in cash handling and account reconciliation

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

Ability to handle multiple tasks and shifting prioritiesAbility to communicate and interact effectively at all levels of the organizationAbility to perform financial analysis modelingKnowledge of governmental and not-for-profit financial reporting standards.Knowledge of governmental audit requirements.Knowledge of Internal Control EnvironmentAbility to analyze and problem solve.Ability to interact tactfully and to deal courteously and effectively with others.Ability to prioritize diverse tasks to achieve organizational objectives.Complete understanding of confidentiality and security of personal identifying information.Effective oral and written communication skills.Progressive experience using financial databases, query software, Microsoft Excel and Access required; Ellucian Colleague experience preferred.Ability to effectively work in a diverse workplace.

Physical Requirements:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.