BUR 2.1 Job Descriptions
BUR 2.1.0
Treasurer/Student Accounts (Trasey Lamotte)
Responsible for the overall activity of the Cashiering and Accounts
Receivable, Federal Perkins Loan, and Systems unit within the Business
and Finance Division. Responsible for the monthly submission of the 16088
and 26088 state operating reports, the quarterly trust fund reports, and
month-end and year-end closing procedures for the (FRS) Financial Accounting
System. Responsible for setting up, assisting with the testing and implementation
of the University registration sites, and the preparation and submission
of Student FTE reports. Responsible for all upgrades, and enhancements
to the University Banner, LMS, and/or FRS computer systems. Responsible for
insuring the Vice Chancellor is up-to-date on the status of student financial
obligation to the University.
BUR 2.1.1 Cashiering & Accounts Receivable
1.Director of Cashier and Student Accounts (Cynthia
Jones)
Responsible for Supervising of the Cashier and Accounts Receivable Section.
Establish and supervise the office routines and procedures necessary to
the efficient and effective operation for cash receipting, depositing and
adjusting student accounts receivable, records collections and refunds.
Recommend and implement changes in procedures to facilitate performance
and to ensure compliance of regulations mandated to State Treasurer's Office,
State Controller, State Budget as well as other state, Federal, and University
Policy. Prepare and submit financial and FTE report to the Treasurer/Student Accounts
as requested. Develop policy and procedures for the Emergency Loan Program
to be used as a basis for need determination. Confers with students and
parents to determine the ability to pay and/or status of Financial Aid.
Analyzes student's accounts, performing computations and explain transactions
on accounts through the use of both computer access and manual resources.
Reports to the Treasurer/Student Accounts.
2. Accounting Clerk IV Student Accounts
(Monique Alexander)
Responsible for preparing and posting Ft. Bragg charges, main campus
adjustments, and general ledger transactions, analyzing student account
and effectively communicate findings to inquiring students, reviewing daily
reports from FRS and Banner systems, reconciling refund reports at mid month,
supervise monthly billing cycle, reconcile the room deposit account, directing
students to appropriate staff if additional assistance is required when
explaining a matter and/or answering visitor's inquiries, conferring with
pre-registered students during registration to determine their method of
payment, processing and issuing refunds and work-study checks, and producing
month end reports for supervisors to reconcile at month end. Reports to
the Director of Cashier and Accounts Receivable.
3. Accounting Clerk IV Third Party Billing (Kristen
Aube)
Responsible for computing sponsor charges to assure charges are within
commitment limits and compiling Third Party Billing, gathering and compiles
information and reviews accounts to be placed for collections, analyzing
student accounts in order to effectively communicate findings to inquiring students, receives
and directs visitors to appropriate staff if assistance is required beyond
that which can be provided on this desk, bill clearance during registration,
and tuition calculation position during late registration, compute write-off
percentages for receipting of payments in accordance with established write-off
percentages, process check requests to pay collection fees to agencies
or match with payments received to reimburse sponsor accounts and transfer
funds between students and/or agencies. Reports to the Director of Cashier
and Accounts Receivable.
4. Cashier Supervisor (Vacant)
Responsible for supervising the receipts for all cash funds received
by the University, computing and prepares daily bank deposit, certifications,
and enters the appropriate data into (CMS) State Controller Cash Management
System, reimbursing University's various petty cash records after Controller's
approval and reviews check request to re-establish cash funds, analysis
return checks, charge back to appropriate accounts, forward to the appropriate
University Units, and submit letters for return check for Accounts Receivable,
Federal Perkins Loans, and other specific Accounts, Screens all incoming
telephone calls for the Cashiering and Accounts Receivable Section and
answers general questions on students' account and directs all other calls
to the appropriate staff, sorts, prepares, distributes refund checks on
a weekly basis and work study checks monthly, reimburse Imprest Fund Cash
Accounts, post appropriate note request Emergency Loans prior to disbursement
of Refund Checks and Work Study Checks, Reconciles deposits, vault cash
and returned check account for accountability and accuracy daily, weekly
and monthly, respectively, researching and resolving receipt errors. Reports
to the Director of Cashier and Accounts Receivable.
5. University Cashiers (Kimberly Whitfield,
Anthony Simmons )
Responsible for receipting University funds including unit transmittals
from the Vice Chancellors Office, walk in student payments, and various
checks, (SODC) Set Off Debt Collections, Collections Agency, etc. containing
longs volumes of payments in one check. Daily responses to student inquires,
regarding balances, projected Financial Aid Refund Dates, Work Study Checks,
Monthly Payment Plans, etc. Aid in matching Student Loan, Refund and Work study
checks to student account statements for disbursement to students. Computes
deposits by bank. Prepares bank deposit slips, certifications, and makes
appropriate entries into State Controller System (CMS). Process returned
checks and approved petty cash items to record activity by completing system
generated reports and official forms request and prepares appropriate reports
in the absence of the Head Cashier. Responsible for running daily cash
reconciliation report which contains totals for each cashier window. This
is a multi-step process and is essential to require feeding of appropriate
date to FRS, Banner, and LMS systems. Prepares memoranda, notices, signs,
and other item through use of Word Perfect and color printer that communicates
essential information to students and staff. Responsible for mailing of
refund checks weekly, maintaining logs of those checks to respond to student
inquiries. Reviews payments listed on transmittal to determine where
to receipt it, consults with other members of Accounts Receivable Staff,
Federal Perkins Loan Staff, Treasurer/Student Accounts, and University controller
to ensure proper receipting recorded to appropriate accounts. Detach, fold,
stuffs, and counts billing statements mailed monthly to students and/or
attached to checks. Assist with placing address labels, and preparation
and mailing of other appropriate notices to students such as (card to pre-registered
students, notice to Stafford Loan or Federal Perkins Loan borrowers who
have not signed notes or attended loan conferences. Reports to the Director
of Cashier and Accounts Receivable.
BUR 2.1.2 Federal Perkins Loans
1. Loan Director (Vacant)
The primary responsibilities of the position include providing supervisory,
administrative and technical systems support for the Federal Perkins Loan
staff. Reports to the Treasurer/Student Accounts.
2. Accounting Clerk IV (Nichelle Stevens)
The primary responsibilities of the position include processing, reviewing
and processing all cash receipts. The responsibilities for signing of Federal
Perkins Loans lies within the purview of the position. The position handles
referrals to three external collection agencies, processes all paid in
full accounts, bankruptcies and has the primary responsibility for the
accurate signing and processing of all Federal Perkins Loan Promissory
Notes. Reports to the Loan Director.
3. Accounting Clerk IV (Wilhelmina Livingston)
The primary responsibility of the position includes clearance for the
release of financial aid/academic transcripts and readmissions along with
the postponement and deferment of Federal Perkins Loans. This position
handles the referral of Federal Perkins Loan accounts that are at least
ninety days past due to the North Carolina Department of Justice (Attorney
General's Office). Reports to the Loan Director.
4. Accounting Clerk IV (Cynthia Jones)
The primary responsibilities of the position include: greeting persons
who visit the Federal Perkins Loan Section or who telephone the office,
clerical support to the Treasurer/Student Accounts. This position handles the billing/garnishment
from Federal Perkins Loan borrowers who may be employed by the State of
North Carolina or South Carolina and borrowers who have a renegotiated
payment arrangement and sets all Federal Perkins Loans for repayment. Reports
to the Loan Director.
BUR 2.1.3 Systems
Accounting Technician V
The primary responsibilities of this position includes distribution
of Daily Reports. Maintaining and processing Cash Requisitions for Funds
and Cash Management Transfer. Processing invoices and monthly reports of
Capital Improvements Projects Accounts. Set parameters for nightly processing.
Balance Balancing month-end activity between systems. Assist in month-end
close process and distribute month-end reports. Prepare Capital Improvements
Projects for year-end close and year-end close process for the Financial
Records System. Assist in year-end close of 13th month activity (Accrual
System). Distribute year-end reports. Reports to Treasurer/Student Accounts.
BUR 2.2 Office Administration
BUR 2.2.1 Cashiering & Accounts Receivable
1. Office Hours
The Cashier's Office normal operating hours are 8:30 a.m. to
4:30 p.m.
Monday, Thursday, Friday. Extended Office operating hours are 8:30 to 6:00
p.m. Tuesday & Wednesday.
The Accounts Receivable Section normal business hours are 8:00 a.m.
to 5:00 p.m. Monday through Friday.
2. Correspondence
Correspondence is received by the Business & Finance Office. The
secretary sorts it and delivers it the Treasurer/Student Accounts. Then the correspondence
pertaining to the Account Receivable Section is delivered to the Director.
The Director distributed the correspondence to the perspective staff members.
Any sponsor programs, collections, returned mail for past due bill, past
dues account, SODC reports, and write-off correspondence is delivered to
Collection and 3rd party area. Any correspondence pertaining to returned
mail for outstanding bills, posting, adjusting, reconciling room deposits,
refund, and Fort Bragg Charges is delivered to Posting and Adjustment area.
Correspondence pertaining to Cashiering is delivered to the Head Cashier.
All other correspondence is processed by the Cashier and Accounts Receivable
Director.
3. Telephone
The University Cashier's Office and the Accounts Receivable Section
are located on Main Campus, first (1st) floor of the C. J. Barber Building.
Telephone
numbers are as follows:
| Trasey
Lamotte (Bursar) |
(910) 672-1155 |
| Cynthia Jones
(Director) |
(910) 672-1155 |
| Monique
Alexander (Accounting Clerk IV) |
(910) 672-1155 |
| Kristen Aube
(Third Party Billing) |
(910) 672-1155 |
| Tavoria Wax
(Student Accounts) |
(910)
672-1155 |
| Vacant (Cashier Supervisor) |
(910) 672-1155 |
| Anthony
(University Cashier) |
(910) 672-1155 |
| Kimberly
Whitfield
(University Cashier) |
(910) 672-1155 |
| Fax Number |
(910) 672-1494 |
|
|
4. Staff Meeting
The Cashier and Accounts Receivable Staff
Meetings may be called as needed at the discretion of the Director. The
Director meets with the Treasurer/Student Accounts on bi-weekly basis.
5. Policies
The policies of the Cash & Accounting Receivable Section is provided
in accordance with the Fayetteville State University Personnel Office .
Other internal policies of the section are as follows:
1. Leave is requested 24 hours in advance as much as possible.
2. Employees must notify director when calling in sick or late.
3. Must inform director when leaving the primary area of responsibility.
4. Leave can not be taken during registration.
6. Performance Evaluations
The Cashier and Accounts Receivable Section Performance Evaluations
are in accordance with the Fayetteville State University Personnel Office.
BUR 2.2.2 Federal Perkins Loans
1. Office Hours
The Federal Perkins Loan Section observes the
University prescribed office hours of 8:00 a.m. to 5:00 p.m. Monday - Friday. During
peak Cohort contact periods, the staff works non-conventional hours in
an attempt to locate past due borrowers who are in the University's Annual
Cohort Category.
2. Correspondence
The Director receives correspondence from the receptionist to the Vice
Chancellor for Business and Finance and distributes it to the appropriate
staff member or it is handled by the Director. Correspondence that originates
from this office is reviewed by the Director prior to mailing.
3. Telephone
Ms. Cynthia Jones answers the telephone for the Federal Perkins Loan Section.
(Procedure # B-2a) There is also in place a Voice Mail system by which
calls made to our office after business hours are handled the next business
day.
4. Staff Meetings
Federal Perkins Loan staff meetings are held on a regular basis each
month. Staff Training are conducted quarterly by either the
Director, a member of the FPL Staff or a staff from the Management Information
Systems.
5. Personnel Policies
Several Internal Policies have been established for the department to
include; requesting leave, documenting same, lunch hours and others in
keeping with University policies and NC State Personnel Guidelines.
6. Performance Evaluations
Performance evaluations are reviewed annually with staff by the director.
BUR 2.2.3 Systems
1. Office Hours
The Systems Unit office hours in accordance University policy, supervisor
approved 8:30 a.m. to 5:30 p.m. Monday thru Friday, and Summer flex hours
7:30 a.m. to 5:30 p.m. Monday thru Thursday-7:30 a.m. to 11:30 a.m. Friday.
2. Correspondence
Correspondence is handled through the Comptroller's Office and distributed
to the Unit from that area. Construction Documents pertaining to Capital
Improvements Projects is processed through the Vice Chancellor's office
and distributed to the Unit from that area.
3. Telephone
Since there is only one line for this Unit the phone is answered by
the Accountant Technician.
4. Staff Meetings
Staff Meetings are held once weekly.
5. Personnel Policies
Internal policies established for the department include requests for
leave, lunch hours and time away from unit.
6. Performance Evaluations
Performance evaluations are done on an annual basis by Unit Director.
