Reporting to the Vice President-Finance/CFO, the Controller is responsible for planning and directing all University fiscal accounting functions, including the supervision of staff in their day-to-day financial operations, cash management, fixed assets, construction projects, and long-term debt.
MISSION & STRATEGIC PLANNING
This position supports the mission of Saint Martin's University and the University’s strategic plan by providing high quality, efficient, effective, and accurate financial services to faculty and staff as well as students and other customers, establishing and communicating policies and procedures necessary to ensure proper and efficient use of University resources, safeguarding the University’s assets by ensuring and monitoring adherence and compliance with regulatory and other requirements from federal, state and other regulatory bodies; by providing timely, accurate and defensible reporting that will withstand audits and provide reliable and meaningful information for decision-makers.
LEVEL OF SUPERVISION & SUPERVISORY RESPONSIBILITY
PART 1: Administrative Direction: The employee is given responsibility for independently planning, designing and carrying out programs, projects and studies in accordance with broad policy statements and/or legal requirements. Work is evaluated periodically in terms of adherence to program goals, budgetary limitations, compliance with laws and regulations and general institutional policies.
Is this a supervisory position? Yes
Is this a lead position? No
Accounts Receivable Specialist
Is this position responsible for:
Instruct and Check the Work of Others
Set goals for the unit
Training & Development
Conduct Performance Evaluations
Respond to Grievances
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential Functions & Responsibilities -Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include but are not limited to, the following.
Supervision and Leadership: Supervise finance staff (3 staff), including the setting of clear goals and expectations, tracking progress, providing feedback, addressing performance issues, directing or coordinating accounting and bookkeeping tasks, ensuring all tasks are covered in case of absence or during vacation time, approving monthly timecards and time off, conducting performance evaluations. Coach and mentor staff to expand their capabilities through work assignments, ongoing feedback, information sharing, and learning opportunities.
General Ledger: Oversee accounts receivable, accounts payable and payroll processing provide back-up in those areas as necessary; reconcile bank accounts; monitor cash flow for University operations; set up new bank accounts; conduct domestic and international wires transfers; reconcile balance sheet accounts, making adjusting entries as needed; maintain all construction project files and reporting, including year-end entries; record bond interest and debt payments; manage Fixed Asset entries and reconciliation; process Annuity and Endowment earnings. Set up all new accounts in the accounting system.
Grant Funds: Responsible for entries for private, state and federal grants the University receives and billing the various agencies. Assist Grant Director with grant reporting.
Budget: Assist with budget inquiries from staff. Provide reports as required. Assist Vice President-Finance/CFO in the budgeting process as needed.
Student Accounts/Financial Aid: Direct contact for all student account and financial aid transactions that interface with the accounting system. Posting charge/credit batches; draw of all federal funds; reconcile all loan funds between financial accounting system and financial aid/student accounts; conduct Perkins Loan reconciliation and FISAP reporting for Perkins Loans.
Advancement: Direct contact for all advancement transactions that interface with the accounting system. Oversee advancement deposits and postings done by accounts receivable specialists. Communicate with advancement office on stock donations, high/low/average of the stock valuation, and gains/losses for the stock.
Audit/Year End: Perform year-end reconciliation between the accounting system and student accounts. Maintain all year-end reports ensuring correct balances are rolled over into new fiscal year; serve as lead person for annual audit– ensuring all schedules and reports are available to the auditors; communicate audit schedules and requirements to staff and supporting offices. Assist with 990 reporting. File Annual Capital Expenditures Survey; monthly excise and B&O tax returns; annual unclaimed property report and sending unclaimed property to appropriate the State of Washington.
Policies/Procedures: Responsible for the maintenance and retention of departmental record according to the schedule; maintain and update department policies and procedures as necessary and make sure they are posted on the Finance web page. Completes all university mandatory training and ensures trainings are completed by direct reports.
Other special projects as assigned by the Vice President of Finance/CFO.
Demonstrated knowledge of accounting principles, Generally Accepted Accounting Principles and internal controls for the safeguard of assets.
Demonstrated excellent supervisory, administrative, communication, interpersonal and leadership skills
Ability to establish and maintain positive and effective working relationships with students, university employees, and the public.
Ability to work independently to organize work and to suggest solutions to problems.
Must be capable of working in a stressful work environment.
Must be able to work well under time deadlines.
Must be supportive of a Catholic, Benedictine philosophy of education.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
Moves objects (less than 20 pounds) long distances (more than 20 feet).
Ability to be mobile campus wide for appropriate business needs.
Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
Manual dexterity and precision required for keyboarding
Must be able to sit for long periods at a time at a computer
May occasionally be required to deal with distraught people.
Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
Must be able to communicate effectively with people at all levels under stressful conditions.
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
Bachelor’s degree from an accredited college or university with a concentration in accounting or business administration.
Minimum of five years of progressively responsible administrative experience in the business/financial services. Experience must include reconciliation of general ledger accounts, proficiency in spreadsheet preparation, and computerized general ledger program applications (Microsoft Dynamics/Great Plains preferred).
Experience in higher education/non-profit accounting desirable.
Successfully pass a criminal background check.
About Saint Martin's University
Located at the south end of the magnificent region surrounding Washington’s Puget Sound, Saint Martin’s University in Lacey is one of 18 Benedictine colleges and universities in the United States and Canada, and the only one west of the Rocky Mountains. Established in 1895 by monks of the Roman Catholic Order of Saint Benedict, the Saint Martin’s community is shaped by its Benedictine heritage, which is characterized by a commitment to intellectual and spiritual growth, hospitality, and service.
Reflecting the Benedictine virtue of hospitality, the University welcomes and, indeed, seeks students not only from the Pacific Northwest, but also from other parts of the nation and the world at its main and extension campuses. Saint Martin’s treasures persons of all ages, religions, and nationalities as it encourages cognizance of diverse viewpoints and an appreciation of all cultures. Today Saint Martin’s enrolls approximately 1,200 students on its Lacey campus in four academic colleges / schools and an additional 500 students at off-campus locations and online. Located near the waters of southern Puget Sound, Saint Martin’s is less than an hour from Seattle, 30 minutes from Tacoma..., and two hours from Portland, Oregon. It is conveniently near Interstate 5 and major shopping areas.
Saint Martin’s University does not discriminate in employment or the delivery or administration of its educational programs, policies, scholarship and loan programs, athletic or other University programs on the basis of sex, sexual orientation, race, color, religion (except noted below), marital status, national or ethnic origin, military or veteran status, age, or disability. Students are entitled to all rights, privileges, programs and activities generally accorded or made available to students at the University. The University has the right to consider religious affiliation as a bona fide occupational qualification for select position to the extent allowed by state and federal law in the hiring of all employees. Questions or complaints regarding employment discrimination may be directed to the Cynthia Johnson, Associate Vice President of Human Resources/Title IX Coordinator, 5000 Abbey Way SE, Lacey, WA, 98503, 360-486-8131.