Accounting Assistant

Stubblefield Institute

Shepherdstown (WV)

On-site

USD 32,000 - 52,000

Full time

14 days+

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Benefits offered by this job

13 paid holidays

15 days annual leave

18 sick days

Health insurance and benefits

401(a) retirement with 6% match

Tuition waivers for employees and for1

Job summary

Shepherd University is seeking a detail‑oriented financial services assistant to manage daily student payments and deposits. You will post to the university and state accounting systems, and act as the primary contact for related inquiries, ensuring accuracy and confidentiality.

The role requires 1+ year of high‑volume customer service, proficiency with Microsoft Office, and the ability to learn WV financial procedures and reporting requirements.

Qualifications

High school diploma or equivalent; associate degree preferred.
Minimum of one year in customer service in a high-volume environment.
Experience with professional communication across diverse groups.
Basic knowledge of accounting, cash handling, and financial recordkeeping.
Experience entering data in computerized financial systems.
Strong attention to detail for financial transactions and deposits.
Proficiency in Microsoft Office, especially Excel, Word, Outlook.
Ability to handle confidential financial and student information.
Strong organizational, problem-solving and interpersonal skills.
Ability to work with university departments, state agencies and external stakeholders.
Willingness to learn State of West Virginia financial procedures and systems.

Responsibilities

Process daily receipt of student payments and departmental deposits.
Post transactions to university accounting system and WV state accounting system.
Serve as liaison for day-to-day student payment issues.
Enter documents into WV State Auditors Office accounting system and update Daily Cashbook.
Handle NSF and third-party vendor payments; reconcile EGOV payments daily.
Provide high-volume customer service to students, parents, vendors and offices.
Assist with refunds, holds, and account postings; notify relevant departments.

Skills

Customer service

Data entry

Microsoft Excel

Attention to detail

Confidentiality

Communication

Inter-department coordination

Education

High school diploma

Associate degree in business / accounting / finance

Bachelor’s degree in Accounting / Finance (preferred)

Tools

Microsoft Office (Excel, Word, Outlook)

Job description

Customer service is of the utmost importance. The position must be able to professionally communicate in a high volume customer service environment with a wide variety of customers, ranging from students, parents, vendors, businesses, universities and West Virginia State offices. The employee is also responsible for the monitoring and controlling systems necessary to provide the financial data required for accurately recording student receipts and inter-departmental deposits in the University accounting systems. The employee will enter data into the WV State Auditors accounting system and be the contact for correspondence with the WV State Treasures Office.

Minimum Qualifications

High school diploma or equivalent; associate degree in business, accounting, finance, or a related field preferred.
Minimum of one (1) year of customer service experience in a high-volume, fast-paced environment.
Experience handling professional communication with diverse customer groups, including students, parents, vendors, businesses, and government agencies.
Basic knowledge of accounting, cash handling, financial recordkeeping, or related financial processes.
Experience entering, maintaining, and verifying data in computerized financial or accounting systems.
Strong attention to detail and ability to accurately process financial transactions and deposits.
Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
Ability to maintain confidentiality and handle sensitive financial and student information.
Strong organizational, problem-solving, and interpersonal skills.
Ability to establish and maintain effective working relationships with university departments, state agencies, and external stakeholders.
Ability to learn and apply State of West Virginia financial procedures, accounting systems, and reporting requirements.

Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered as meeting the minimum qualifications, at the direction of the hiring supervisor.

Preferred Qualifications

Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
Experience working in higher education, banking, cashiering, or a governmental accounting environment.
Experience with state accounting systems, ERP systems, or student financial systems.
Experience reconciling accounts, processing receipts, and preparing financial reports.

Posting Date

Posting Date 07/21/2026

Close Date

Special Instructions Summary

Appointment to this position will be contingent upon a satisfactory background check.

We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits , including:

13 paid holidays
15 days annual leave (vacation) per year
18 sick days per year and the flexibility to use that time to care for immediate family members
Wide range of health insurance and other benefits
401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks
Tuition waivers for employees and their dependents

Job Duties

Description of Job Duties

Responsible for the daily receipt of student payments as well as all departmental deposits and posting to the University accounting system and the State’s accounting system. Acts as a liaison for all day-to-day issues concerning student payments and departmental deposits. Daily processing includes but is not limited to the following: Posting student payment by cash, check, and credit card, adjustments private loans, scholarship checks, tuition deposits; Collecting and analyzing student account information Reviewing and analyzing student account information system reports to determine which accounts should receive refunds; Reviewing and analyzing student information and loan system reports to determine which accounts should have holds posted or lifted; Processing daily deposit of student accounts an inter-departmental revenue and preparing manifest for delivery to local bank account; entering documents into the WV State Auditors Office accounting system and updating Daily Cashbook; Responsible for receiving notification of NSF checks/ EACH payments from the WV State Treasures’ Office. Processing NSF payments, posting NSF to student account, including the placement of holds if necessary; Responsible for making sure refund checks are processed through the third party vendor. Work with vendor when payments reject, stale date or student has concern with third party vendor; Responsible for reconciling EGOV payments on a daily basis. Working with the WVSTO on any discrepancies.

Serves students and parents by assisting in all levels of customer service either in person or through a communication device (i.e. telephone, answering machine, fax machine, e-mail, etc.). These activities include, but are not limited to the following: Collecting receipts; Disbursing funds; Analyzing student accounts Assisting with problems Providing guidance Recommending payment options. Interaction occurs in a high volume customer service environment and the subject matter can sometimes be sensitive or confidential. Customer confidence must be maintained in order to protect operations and keep all information confidential.

Responsible for and manage the following processes, but is not limited to the following; Review and analyze the zero balance report, release student holds when necessary ; Release all enrollment and damage deposits as requested by other student service areas; Manages and maintains the Nursery School billing system. Posting payments, invoicing, posts all private scholarships, Notifies Financial Aid for proper account posting and scans all scholarship checks into the database; Invoices for cash advance request, verifies cash advance deposit and assures checks are printed for disbursement to the athletic department; Manages the Study Abroad payment program, verifying payments, insurance and notifies trip coordinator of any discrepancies in payment.

Other duties as assigned by the Director of Business Office.

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