What are the responsibilities and job description for the Financial Services Coordinator position at Rhode Island College?
The creation of a dedicated Third-Party Billing, Purchasing Card, and Travel Coordinator position is essential to support the increasing complexity and volume of financial transactions and travel within the institution. This role will centralize and streamline key administrative functions that are currently underserved, leading to improved compliance, efficiency, and customer service.
Primary Purpose
Assist with the billing, collections, reconciliation and financial reporting of non-student, sponsored and miscellaneous receivables utilizing the college’s administrative/billing/accounts receivable, event management and related systems. Adhere to sound and responsible accounting, auditing and other fiscal procedures.
Assist with the management and oversight of the College’s travel and purchase card program; promoting adherence to College’s and State of Rhode Island’s travel and purchase card policies and procedures, promotion of the use of the lowest cost transportation and lodging, day to day liaison with the contracted Travel agency to resolve service issues, processing of the purchase card transactions and enhance the College’s travel and purchase card program and user experience. To assist with various accounting, travel or purchase card-related functions as necessary.
Essential Duties
Assist with the management and oversight of the College’s travel and purchase card program; promoting adherence to College’s and State of Rhode Island’s travel and purchase card policies and procedures, promotion of the use of the lowest cost transportation and lodging, day to day liaison with the contracted Travel agency to resolve service issues, processing of the purchase card transactions and enhance the College’s travel and purchase card program and user experience. To assist with various accounting, travel or purchase card-related functions as necessary.
BILLING & COLLECTIONS
- Assist with 3rd party billing to outside agencies and participate in the development of an automated 3rd party invoice.
- Organize and perform the billing, collection, deposit and record maintenance of non -student,
- Collect and post payments to the financial information system.
- Assist in the development and implementation of various new systems or processes, including
- Reconcile data input from various billing and accounts receivable sources to the billing module.
- Develop and/or analyze reports as needed.
- Maintain a positive working relationship with internal and external contacts.
- Contact departments or other outside customers regarding balances owed (current & prior).
- Prepare deposits for physical payments received for bursar processing.
- Responsible for the application of various payment types received to ensure customer accounts
are properly updated on accounts receivable system.
- Process bursar receipts of non-tuition/fees campus activities.
PURCHASE CARD
- Implement, administer and monitor the College’s purchasing card program, including maintenance of cards, user templates, and related training.
- Audit the purchasing cards monthly statement, invoices and backup documentation submitted by the purchase card holder for proper documentation, authorization and allowability with College, State and Federal policies.
- Responsible for continuously reviewing current cardholders, credit limits and allowable purchases. Act as the help desk for all purchasing activity.
- Perform general ledger account reconciliations related to purchase card expenditures.
- Prepare journal entries related to reclassifications of purchase expenditures.
TRAVEL
- Assist with the overall flow of travel and expenses through the College’s accounting system to ensure legitimacy, accuracy, timeliness and adherence to established College, State, Federal policies and procedures.
- Provide technical information and assistance to department managers and other staff regarding travel requirements related to travel authorizations, travel expense reporting, the online travel booking application, allowable travel expenditures, and assisting in clearing errors when necessary.
- Maintain relationships with outside travel vendors and agencies such as partner hotels and Direct Travel.
- Prepare the State of Rhode Island’s Quasi-Public Agency Travel & Entertainment Schedule.
Perform other duties and responsibilities as assigned.
Required Skills, Knowledge, and Abilities
- Strong analytical and problem-solving skills; excellent interpersonal and communication skills.
- Knowledge of accounting principles.
- Ability to understand and adhere to policies and procedures.
- Ability to multi-task and function between various technical platforms.
- Ability to assist in preparation of financial statements.
- Strong computer skills including experience with an ERP system and the Microsoft Office Suite including proficiency in Excel.
- Ability to work well in a diverse and inclusive environment.
Education: Bachelor’s degree
Experience: At least two (2) years of experience in a business or financial environment.
Preferred Qualifications
Experience: At least two (2) years of experience in a business or financial environment.
- Experience using PeopleSoft or other similar enterprise accounting software systems.
- Experience in a college or university accounting position.
- Experience in the preparation of financial reports.
- Bilingual.
The employee is not exposed to known adverse environmental conditions.
