AR/AP Clerk

Under the supervision of the Director of Business Services, coordinate and perform all duties involved in the recording, accounting, billing, and reporting of student debts owed to the College. Record and account for student receipts of the College in an accurate manner. Provide outstanding customer service to all employees, students and vendors by responding to their requests in a professional and responsible manner.

Essential Functions/Responsibilities

• To understand and commit to the Mission of the College ~ “Dodge City Community College provides a student-centered learning environment where students can achieve their educational, personal, and career goals.”.
• Cashier: Duties include: Answer all inquiries concerning student/other debtors' accounts in a professional and friendly manner; receipt all student moneys into proper accounts. Process financial aid, transfer to student accounts, generate refunds, etc.
• Month-End Closing: Prepare and distribute accurate and timely monthly billing to students, third parties and other debtors; maintain monthly aging reports and records for all student accounts.
• Data Entry: Ensure that all student room, board, miscellaneous charges and credits are accurately recorded; ensure that all receipts are accurately recorded and accounted for in a timely and proper manner.
• Account for all cash on hand needs throughout the campus, maintain accurate records on gate receipts; assist campus clubs and organizations with the receipt of moneys, accounting for receipts, and providing monthly reports to the sponsor and/or club or organization president; maintain accurate records concerning insufficient funds; provide information to collection agencies, keep collection records current;
• Maintain accurate records concerning insufficient funds; provide information to collection agencies, keep collection records current;
• Validate all Student Identification cards; record scholarship awards; responsible for conformance with the policies as established by the Board of Trustees of the College and the procedures that apply to this position; serve the College and the customers of the College in a professional and congenial manner.
• Match invoices to purchase orders ; maintain and process files of credit memos
• Follow up to ensure that requisitions are originated on invoices that arrive without a PO number, verify information with originators of requisitions to keep duplications to a minimum.
• Record distribution of credit cards and cash advances. Maintain records on paid/unpaid credit card charges and follow up with employees to ensure that receipts are submitted according to policy; pay monthly statements for all college credit cards; monitor Visa and American Express purchases and maintain organized files on all receipts, purchase orders, and statements; Problem solve issues with credit cards as needed; work with coaches and other staff for all travel or credit card needs.
• Maintain the college’s fuel cards and online account access for college fleet cars; track and pay all fuel purchases/receipts on monthly statements.
• Fee Fund accounts; handle and balance bank deposits; coordinate with athletics to follow game-day money bag procedures; balance game-day money bags following games; receipt Fee Fund deposits. Responsible for all transactions concerning the Activity Fund account.
• Track Professional Development for faculty and non-faculty members; update and balance reports frequently or as needed.
• Perform other duties as assigned.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications

• High School/GED
• Two years of computerized accounts receivable or accounts payable experience
• Data entry experience, accuracy, speed, superior organizational skills and ability to meet deadlines
• Friendly and professional manner
• Valid Kansas driver's license

Preferred Qualifications

• Associates degree or certificate

Supervisory Responsibilities

• None

Physical Requirements

• Data entry activities requires keyboarding and sitting for long periods of time.
• Lift and carry up to 50 pounds within the office area.
• Stand or sit for long periods of time especially during the first two weeks of each semester and during buy back periods.
• Ability to stoop or kneel as low as the floor and reach as high as 6-10 feet.
• Speak clearly and audibly to individuals in person and on the telephone.
• Ability to do any physical work assigned.

Building Assignment

• Administration Building/Business Services