Business Service Accountant: Mail Service & PaTs

at  UNC Charlotte

The Finance team in the Business Services department is responsible for managing the financial resources of the different units that fall under Business Services. These units include 49erCard Service, Auxiliary, Bookstore, Dining, Mail Service, Marketing, and PaTs. Our team ensures that all financial operations are conducted in compliance with relevant regulations and guidelines.

PROFESSIONAL ACCOUNTING KNOWLEDGE

Thorough knowledge of generally accepted accounting principles and their application to cost, governmental accounting, and non- governmental accounting. Also, a good grasp of program specifics and be well-versed in relevant information technology that can aid in performing accounting tasks. Additionally, may be required to have the ability to develop and implement system changes.

COMMUNICATION & INTERPERSONAL SKILLS

Ability to prepare written and/or technical products which convey conform to guidelines. Ability to provide appropriate documentation to support conclusions. Ability to review and edit the work of others. Ability to convey and/or consult on issues of a moderately complex nature in a clear, concise, and organized manner. Ability to establish effective working relationships that foster organizational success. Ability to modify delivery, language, or content to suit the characteristics and needs of the audience.

Chief responsibilities include;

• Communicates with all units within the departments this position supports using email and available Google products in relaying various financial requirements structured for their input.
• Disseminate information to staff in an easy-to-understand format.
• Communicates effectively with constituents which requires a working knowledge and understanding of policies and procedures for the departments this position supports.

MINIMUM EDUCATION/EXPERIENCE

Bachelor’s degree and 0-2 years of relevant experience; or Master’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

PREFERRED EDUCATION, KNOWLEDGE, SKILLS AND EXPERIENCE

• Experience in higher education or government setting;
• Exceptional interpersonal, team, and relationship-building skills;
• Proficiency in MS Excel; and
• Strong attention to detail.

PRIMARY PURPOSE OF POSITION

The Business Services Accountant for Mail Services and Parking and Transportation (PaTs) is responsible for monitoring the financial resources of the Mail Services and PaTs departments, totaling approximately $25M across various fund types. Proficiency in Banner finance system, ImageNow, 49erMart purchasing system, Niner Talent, Archibus, and AIMS.

Chief responsibilities include;

• Ability to interpret and execute University Policies, financial accounting budget, personnel, and reporting.
• Works independently to develop appropriate business practices and processes to ensure compliance by staff for the departments this position supports.
• 49er Mart approver.
• Niner Talent- Initiator and Departmental Approver.
• Responsible for the preparation of large MISO (Multi Invoice Service Order) in 49er mart for Mail Service and PaTs vendors.
• Prepares Requisitions/ Purchase Orders using 49er Mart through completed for closeout.
• Financial analysis and reporting; ensures revenue and expenses are accurately recorded.
• Budget preparation and monitoring for long-term forecasting.
• Prepares FTR’s to correct errors where necessary to ensure budget accuracy and financial transactions.
• Monthly reconciliation of all Pats and Mail Services funds and General Ledger accounts.
• Monthly review of open encumbrances and POs, especially at fiscal year-end
• Works with staff to ensure customer invoices are properly prepared and processed.
• Manages work requests for vehicle/building maintenance and key requests in ARCHIBUS.
• Responsible for Financial records management (contracts) Mail Service & PaTs.
• Responsible for managing depreciation schedules on equipment Mail Service & PaTs.
• Responsible for completing yearly University Internal control audit.
• Responsible for Inventory control and compliance with PCI policy, risk reduction and audit related activities.
• Understands and administers procedures required for University departments to purchase stamps and ship commercial items through the Postal Contract Station. (Mail Service)
• Process deposit and interdepartmental billing (Mail Service)
• Compiles accurate financial reports and records data daily for reconciliation (Mail Service).
• Reconciles accounting information to an automated report retrieved from the Postal Point of Sales systems daily (Mail Service).
• Manage Mail Service vendors: USPS (United States Postal Service), Pitney Bowes, NAMO (North American Money Orders), and 2SHIP. (Mail Service)
• Responsible for monthly reconciliation of citation collections from third party agency (PaTs)
• Responsible for accurately preparing and submitting the annual civil fines and penalties worksheet to the Office of State Budget Management (OSBM) (PaTs).
• Responsible for monthly gasoline and electric billing; ensuring accuracy, variance explanations and record/share findings on shared departmental spreadsheet. (PaTs)
• Responsible for reviewing hotel invoices submitted by the PaTs billing specialist monthly; ensuring that the funds are deposited correctly and that the copies are recorded and stored appropriately for the annual audit. (PaTs

Chief responsibilities include;

• Responsible for organizing and retrieving information from PaTs and Mail Services units to provide Dashboard data for use in budget presentations.
• Uses Transact, Banner, Pitney Bowes, USPS Gateway, North American Money Order and 2Ship (Mail Service), AIMS and TBL (PaTs) applications to prepare Ad Hoc reports for management.
• Serves as Department liaison for department response to billing inquiries and policies and procedures.
• Uses critical thinking to analyze problems and research information for recommended resolutions.
• Produce oral and written correspondence. Assists customers and/or vendors to ensure delivery of quality products.
• Provides input in establishing customer service standards. Able to create and share materials for business decision-making and reporting purposes.
• Performs special studies, projects, and technical assignments as delegated.
• Establishes and maintains strong relationships with the University community, faculty, staff, students, and vendors.
• Resolves customers’ and/or vendors’ problems that arise

Chief responsibilities include;

• Communicates with all units within the departments this position supports using email and available Google products in relaying various financial requirements structured for their input.
• Disseminate information to staff in an easy-to-understand format.
• Communicates effectively with constituents which requires a working knowledge and understanding of policies and procedures for the departments this position supports