Accountant I - Student Accounts

University of the West; Rosemead (CA); On-site; USD 50,000 - 56,000; Full time

Job summary

University of the West in Rosemead, CA seeks a qualified professional to manage student accounts and university-wide accounts receivable functions, including billing, payments, financial aid disbursements, and collections. This role supports month-end close, reporting, and compliance with federal, state, and local regulations.

Ideal candidate holds a Bachelor's degree in Accounting and at least three years of related experience, with strong Excel skills and knowledge of GAAP.

Qualifications

• Bachelor's degree in Accounting, Finance, or a related field.
• Minimum of three (3) years of accounting or student accounts experience.
• Knowledge of GAAP and accounting standards.
• Experience using accounting and financial management systems.
• Proficiency in Excel and MS Office.

Responsibilities

• Administer student billing, tuition and fee assessment, payment plans, scholarships, and financial aid disbursements.
• Process payments, deposits, refunds, and account adjustments accurately and timely.
• Reconcile receivables, monitor overdue accounts, and coordinate collections.
• Prepare financial reports, month-end and year-end close activities, and journal entries.
• Collaborate with Financial Aid, Registrar, and other departments to ensure accuracy of accounts.

Skills

GAAP

Excel

Accounting software

Analytical skills

Education

Bachelor's degree in Accounting

Tools

QuickBooks

ERP systems

Student information systems

Job description

Salary Range: $50,000.00 To $56,000.00 Annually

Job Summary

Under general supervision of the CFO, this position is responsible for the administration and execution of student accounts and university-wide accounts receivable functions, including student billing, payment processing, financial aid and scholarship disbursements, collections, bank deposits, account reconciliations, auxiliary enterprise revenue accounting, financial reporting, month-end and year-end close activities, and compliance-related reporting and filling. This position provides customer service to students, faculty, staff, vendors, donors, auditors, and external agencies while ensuring compliance with applicable institutional policies and federal, state, and local regulations.

Job Duties and Responsibilities

The duties listed below are representative of the responsibilities assigned to this position and are not intended to be an exhaustive list.

Student Accounts and Receivable:

• Administer student billing, tuition and fee assessment, payment plans, scholarships, financial aid disbursements, refunds, and related student account activities.
• Process student payments, deposits, refunds, disbursements, and account adjustments accurately and timely.
• Receive, record, and reconcile incoming payments, including checks, electronic payments, wire transfers, donations, and other receipts.
• Maintain and reconcile account receivable records and ensure accurate application of payments and account transactions.
• Monitor overdue accounts and coordinate collection efforts in accordance with institutional policies and applicable regulations.
• Serve as a liaison with external collection agencies regarding delinquent accounts and collection matters.
• Process scholarship, stipend, refund, financial aid, and third-party funding disbursements in coordination with the Financial Aid Office and applicable program requirements.
• Prepare IRS Form 1098-T and support tax reporting requirements, including applicable reporting related to international students.
• Establish and maintain approved student payment plans and communicate account status information to students as appropriate.
• Reconcile deferred and unearned revenue accounts and ensure proper revenue recognition in accordance with applicable accounting standards.
• Record and reconcile revenues related to continuing education, auxiliary operations, housing, food services, bookstore, library, and other university enterprises.
• Prepare and reconcile bank deposits and related account activity.
• Review, analyze, and process accounting transactions using established policies, procedures, and accounting standards.
• Assist with monthly and annual financial close processes, including journal entries, reconciliations, and supporting schedules.
• Provide responsive customer service and resolve account-related inquiries in a professional and timely manner.
• Collaborate with departments including Financial Aid, Registrar, Residential Life, Student Services, and academic programs to ensure the accuracy and completeness of student account and revenue information.

General Accounting:

• Assist with monthly and annual financial close activities, account analysis, reconciliations, journal entries, and financial reporting.
• Support the annual audit process by preparing schedules, documentation, and responding to audit inquiries.
• Reconcile off-site housing, credit card, benefits, and other assigned accounts.
• Assist with budget planning and analysis related to student accounts and revenue activities.
• Prepare financial analysis, reconciliations and reports as assigned.

Other Duties:

• Provide backup support for other accounting functions and personnel, as assigned.
• Participate in special projects and perform other accounting and finance-related duties as assigned by the CFO.
• Perform other job-related duties consistent with the nature, level, and responsibilities of the position and the operational needs of the University.

Qualifications:

• Bachelor's degree in Accounting, Finance, or a closely related field.
• Minimum of three (3) years of responsible accounting, accounts receivable, or student accounting experience.
• Knowledge of generally accepted accounting principles (GAAP).
• Experience using accounting and financial management systems.
• Proficiency in Microsoft Office applications, particularly Excel.
• Strong analytical, organizational, and problem-solving skills.
• Demonstrated attention to detail and accuracy.
• Ability to communicate effectively, both verbally and in writing.
• Ability to manage multiple priorities and meet established deadlines while maintaining quality standards.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Preferred Qualifications:

• Experience in higher education accounting, student accounts, or financial aid operations.
• Experience supporting annual financial statement audits.
• Experience with QuickBooks, ERP or student information systems.
• Experience with federal financial aid regulations and compliance reporting.

Major Performance Measures:

• Accuracy and timeliness of student accounts and accounts receivable transactions.
• Compliance with applicable accounting standards, institutional policies, and regulatory requirements.
• Quality and timeliness of month-end, year-end, audit, and compliance reporting.
• Completion of assigned reconciliations and analysis within established deadlines.
• Effective customer service and professional interactions with internal and external stakeholders.
• Maintenance of confidential and sensitive information in accordance with applicable laws and university policies.

Working Conditions and Physical Requirements

• Work is primarily performed in an office environment.
• Regular use of a computer and standard office equipment is required.
• Ability to sit for extended periods while performing computer-based work.
• May occasionally be required to move or lift office materials weighing up to 15 pounds.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Equal Employment Opportunity Statement

The University is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other status protected by applicable federal, state, or local law.