Business Office Clerk or Coordinator

Title: Business Office Coordinator

Date: October 2026

Reports to: Controller

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Job Summary

The Business Office Coordinator serves as the first point of contact for all inbound constituent interactions, including walk-ins, phone calls, and emails to businessoffice@cottey.edu. This role involves a variety of confidential accounting tasks, data entry, and both physical and electronic filing. The coordinator ensures smooth daily operations within the Business Office and supports financial processes with accuracy and professionalism.

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Duties and Responsibilities

• Review invoices, purchase orders, and packing slips for pricing accuracy and allocate to appropriate divisions.
• Manage the Purchase Order (PO) module.
• Enter and code all invoices into accounting system for payment. This includes manual credit card reports, wire transfers, and check processing.
• Reconcile cash receipts and assist with posting accounting batches.
• Manage gift batch imports from Institutional Advancement (IA) and post to J1.
• Serve as the primary cashier, accepting and receipting payments.
• Oversee the BILL purchasing card system: issue new cards, assign budgets, and ensure timely charge approval and upload into J1.
• Administer business office credit accounts including Amazon, Sam’s Club, and Walmart.com.
• Supervise the business office student worker.
• Assists Controller in providing audit documentation.
• Handle pickup and distribution of Business Office mail.
• Balance, reconcile, and prepare petty cash reports.
• Must be able to research basic information in accounting system and clearly relate this information to constituents’ inquiries.
• Maintain vendor files, including adding/editing records, collecting ACH data, and W-9 forms.

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Knowledge, Skills, and Abilities

• Familiarity with standard office procedures, telephone etiquette, and record-keeping systems.
• Proficiency in Microsoft Word and Excel; willingness to learn financial accounting software.
• Strong data entry skills with attention to accuracy and efficiency.
• Professional and courteous approach to resolving office-related issues.
• Basic understanding of accounting terminology.
• Excellent listening skills with the ability to understand and respond appropriately to constituent needs.

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Position Requirements

• Must maintain strict confidentiality regarding all Finance Department information.