Administrative Support Specialist

The Division of Administration and Finance is ultimately responsible for all financial and administrative activities of East Carolina University and its affiliated Foundations. The Division consists of Financial Services, Campus Operations, Information Technology and Computing Services, People Operations, Success and Opportunity, Environmental Health and Campus Safety, Auxiliary Services and various support activities related to the ECU affiliated Foundations. The Division is led by the Vice Chancellor of Administration & Finance. The Vice Chancellor is responsible for oversight of the policies, personnel, budgets, and administrative activities of all operations at East Carolina University and its affiliated Foundations. This division is a service provider in support of academic, research, and outreach missions of the University. Within the Division, Financial Services is responsible for financial activities of East Carolina University and its affiliated Foundations. The mission of Financial Services is: To provide for the financial needs of the University and its Foundations in a customer-oriented, friendly environment while assuring the proper stewardship of all fiscal resources.

The University Cashier's Office is the central collection center for student accounts receivable and serves as a depository center for University funds receipted through departmental deposit. The primary purpose of this office is the collection of and accounting for student tuition, fees, and related charges. The office is responsible for the verification, receipting and certification of University funds presented through departmental deposit while safeguarding these funds until deposited with a designated commercial bank(s) and certified through the office of the State Treasure. This must be accomplished while in compliance with University policies and procedures, State and Federal laws and regulations and established accounting practices.

Primary Purpose of Position:
The University Cashier's Office day-to-day operations are very similar to that of a commercial bank as it relates to the handling, collecting, and accounting for receipts. The office also issues refunds to students in accordance with University and financial aid guidelines. The Administrative Support Specialist position is responsible for the accurate, efficient, and timely processing, receipting, validating, and accounting of departmental and bank deposits. This position reconciles various processes, including: Banner Student Activity, Cash (consolidated drawer and cashier drawers) and Banner General Ledger Cash.

The primary purposes of this position are to maintain campus-wide activity of cash advances, balance cash & credit card activity, and certify funds daily with the Office of the State Treasurer. This includes ensuring that departments across the campus follow the University's Cash Management guidelines for all funds received and deposited.

Job Duties

Reconciliations & Deposit Activity Oversight - This position is responsible for reconciling cash for the consolidated departmental cashier drawer and individual cashier drawers to Banner General Ledger cash, as well as reconciling reports and completing recap sheets as a part of the daily deposit certification process. Deposit certifications are processed against applicable budget codes daily and submitted as journal entries in the North Carolina Financial System ( NCFS).

The Administrative Support Specialist independently reviews, analyzes, and identifies out of balance issues, commerce variances between settlements & ledger postings, credit card chargebacks, and unmatched certifications. The position also reviews daily bank reports to identify items without Banner activity, reporting discrepancies to management and serving as the primary point of contact to resolve the discrepancies.

Additionally, this position reviews deposit session activity to ensure departments are submitting deposits accurately and assists users with errors or unfinalized departmental deposits to make certain that cash is reported accurately in Banner General Ledger.

This position is also responsible for maintaining logs of cash advance activity.

Customer Service Focus - Provide excellent customer service to students, parents, staff, faculty, and all others engaging with the cashier's office. Exceptional communication and a high level of professionalism are expected in all forms of interaction - whether in person by phone, email, or written correspondence. This is a service focused role that is expected to display above average communication skills and professionalism when dealing with constituents to resolve issues. This position releases student account information only in accordance with FERPA (Family Education Rights to Privacy Act) regulations, and processes and stores credit card data in accordance with PCI (Payment Card Industry) standards.

Deposit Support - The Administrative Support Specialist prepares daily spreadsheets to support deposit activity, including the Daily Departmental Recap Sheet, the Daily Bank Certification Summary, and the Daily Bank Credit Card Reconciliation. This position is also responsible for preparing the bank deposit, which includes checking that the deposit matches the TYDF100/101 and TGRFEED reports before being sealed in the bank bag. This position also assists with the delivery of deposits to the University's designated bank.

Additionally, this position is responsible for training and overseeing staff that process checks using the desktop scanning process, including balancing scanned checks to Banner reports and the banking system.

SOP Maintenance - This position works with the University Cashier in reviewing, recommending, and submitting updates to the Standard Operating Procedures as it relates to the University's daily deposit process.

Cashier Session Review - This position is responsible for reviewing the TZRREFD e-print report daily to identify cashier sessions with refunds (detail code - RRFD). This report is utilized to ensure that all cashier sessions containing student refunds are finalized before the 9:30 a.m. deadline to balance the file for funding.

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

None

Banking and customer service experience preferred, as well as experience with report reconciliations and navigating complex computer systems. Proficient in Microsoft Word, Excel, and Microsoft Outlook.

None

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.