Job Description

SUMMARY OF THE JOB:  

The Staff Accountant supports the Controller in managing the university’s financial operations. This role is responsible for overseeing accounts payable activities, general ledger activities, assisting with financial reporting, and ensuring compliance with internal controls and accounting standards. The position plays a key role in month-end and year-end close processes, budget support, and audit preparation. 

ESSENTIAL FUNCTIONS :

• Maintain the integrity of the accounting system, including basic account setup and routine system tasks. 
• Enter and process vendor invoices in a timely and accurate manner. 
• Prepare and process accounts payable disbursements, including check runs and ACH payments. 
• Review invoices for proper approval, coding, and supporting documentation. 
• Assist with tuition charges and adjustments within the Colleague system. 
• Record and classify financial transactions in accordance with GAAP. 
• Prepare routine journal entries, including prepaids and standard accruals. 
• Reconcile assigned balance sheet accounts, including cash and select asset/liability accounts. 
• Assist with month-end close activities. 
• Maintain organized financial records and documentation for audit support. 
• Track fixed asset additions and assist with maintaining depreciation schedules. 
• Monitor vendor accounts and respond to inquiries in a professional and timely manner. 
• Follow up on outstanding or delinquent accounts through phone and written communication. 
• Monitor student account credit balances and coordinate refunds via check or ACH. 
• Ensure compliance with internal control policies and procedures. 
• Collaborate with departments to ensure accurate coding and processing of transactions. 
• Assist with troubleshooting routine system or transaction issues and coordinate with IT as needed. 
• Provide backup support for other business office functions. 
• Perform other duties as assigned.  

OTHER FUNCTIONS: 

• Back up other accounting duties as needed 
• Actively participates in Hallmark Character Program  

PROFESSIONAL/PUBLIC ACTIVITES:

• Continued Education, Certifications, Knowledge Base enhanced training and skill sets. 
• Mandatory Participation in the Hallmark Character Program: All employees are required to actively engage in this program to embody and promote our core values. 

KNOWLEDGE/ SKILLS/ABILITIES: 

• Strong understanding of Generally Accepted Accounting Principles (GAAP).
• Familiarity with fund accounting and nonprofit financial reporting.
• Knowledge of financial statement preparation.
• Experience with ERP systems (e.g., MAS90/100/200, Dynamics GP).
• Awareness of state and federal compliance regulations relevant to higher education.

QUALIFICATIONS AND EXPERIENCE:

PREFERRED:

• Experience in nonprofit or higher education accounting.
• Familiarity with ERP systems such as MAS90/100/200 or Dynamics GP. 

REQUIRED:

• Bachelor’s degree in Accounting or Finance. 
• 1+ years of accounts payable accounting experience. 
• Strong understanding of GAAP and financial reporting. 
• Proficiency in Microsoft Excel (intermediate to advanced). 
• Ability to manage multiple priorities and meet deadlines. 
• Strong attention to detail and analytical skills. 
• Ability to maintain confidentiality and work collaboratively.

Hallmark University is a nonprofit university offering degrees in Aviation Maintenance, Information Technology, Cyber Security, Business, and Nursing.

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