(On-site) Assistant Accountant - Shared Services Center

The Shared Services Center at West Virginia University is currently accepting applications for an Assistant Accountant.

About the Opportunity

This position is full time onsite with the Shared Services Center (SSC) Accounts Receivable team at One Waterfront Place, Morgantown, WV. This is a professional level position which is responsible for preparing, monitoring, analyzing, and modifying various revenue activities for West Virginia University, including regional campuses, and WVU Research Corporation. The primary purpose of this position is the development, monitoring, and control of systems necessary to provide the financial data required for accurately recording receipts in the University accounting system. The position is also responsible for coordinating revenue activities with WVU colleges, units and business offices, and regional campuses.

Responsibilities require a good working knowledge of the Oracle system as well as WVU policies and practices to communicate with outside agencies. This position interfaces with other University service units and the State Treasurer's Office to facilitate the development and completion of these activities.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Receiving and Preparing Checks for Deposit
  • Oversees and manages the daily on-site deposit process for the Shared Services Center. This includes receiving, organizing, and processing between 70 to 100 checks each week that arrive through multiple channels, such as USPS mail, internal WVU departments, and WVU Campus Mail. Ensures that all incoming payments are handled with a high level of accuracy, confidentiality, and timeliness in accordance with university financial policies and procedures.
  • Responsible for scanning and maintaining detailed electronic records of all received checks. This includes creating a digital copy of each check along with its corresponding check stub and any accompanying documentation. All scanned materials are saved and properly filed in the secure network location: N:\Shared Services\Secure\Financial Management\Accounts Receivables Scan. Maintains organized and auditable records to support financial reconciliation, transparency, and reporting requirements. Collaborates with financial management staff as needed to resolve discrepancies or provide documentation for review.
  • Responsible for conducting thorough research to determine the correct application and allocation of each individual check received by the Shared Services Center. This process frequently involves direct communication and collaboration with various WVU departments, as well as coordination with WVU Sponsored Programs Financial Management to ensure payments are properly applied to the appropriate accounts or sponsored awards.
  • Utilizes Salesforce Case to retrieve and verify receipt information, ensuring that all transactions are accurately documented and aligned with institutional financial policies. A significant portion of the checks processed relate to Sponsored Projects and Award activities, requiring meticulous attention to detail and familiarity with grant funding procedures and compliance standards.
  • Responsible for confirming that each check is properly completed before depositing. This includes verifying amounts, banking information, signatures, payee line and check dates.
  • Research of check deposits requires knowledge of WVU departments and their respective contacts. It is essential to maintain positive and professional relationships with departments.
  • Operational oversight of AR check log, an excel spreadsheet for all checks received. Record vendor, check #, amount, deposit location, department, department contact, batch name and how the check was received (via mail or drop off, etc.). This ensures compliance with State Code 12-2-2.
• Check Deposits
  • Ensures strict compliance with West Virginia State Code *12-2-2, governing the receipt and deposit of public funds in accordance with state financial regulations. West Virginia State Code *12-2-2 states the following: "All officials and employees of the state authorized by statute to accept moneys on behalf of the State of West Virginia shall keep a daily itemized record of moneys received for deposit in the State Treasury and shall deposit within one business day with the State Treasurer all moneys received or collected by them for or on behalf of the state for any purpose whatsoever. The State Treasurer may grant an exception to the one business day rule when circumstances make compliance difficult or expensive."
  • Operational oversight of bank deposits 5 days per week on site at One Waterfront Place, Morgantown, WV for multiple bank accounts (WV State Treasurer's Office, WVU Research Corp, Banner Bank account, RC Payroll, Payroll correction, F&P Realty and WVU Innovation Corp). Responsible for depositing all checks via a Remote Deposit Capture scanner for Huntington Bank. Oversight MRs and CRs sent into Salesforce by departments or created by this position. Responsible for sending the internal documentation for data entry into the MAP Accounts Receivable System by completing a Qualtrics form and submitting a case into Salesforce for the data entry to be completed. Misc. receipts, cash receipts, images of checks, Deposit Detail Receipt and Image Statements from Huntington Bank are saved electronically to a network drive.
• Daily Processing of Accounts Receivable Revenue
  • Responsible for the daily processing in the Oracle Accounts Receivable module of all accounts receivable and revenue and maintaining the customer database within this module. This includes the data entry of thousands of miscellaneous and cash receipts into the Oracle MAP Accounts Receivable module for the WVU main campus and its regional campuses. Receipts include checks, ACH/Wire, credit card, eCommerce, internal electronic transfers from other State Agencies. Numerous bank accounts are involved; State Treasury, WVU Research Corporation, Banner bank account, Payroll Correction, Mountie Bounty, and Special Events bank account. This includes reviewing each document for accuracy before data entry while ensuring the accuracy of the departmental revenue transactions.
  • Coordinates Intergovernmental Electronic Payments (IET, PRCI/PRMI)-Run Business Intelligence reports from wvOasis system, sort, filter the file and identifying where the payment needs applied. Collects or creates the appropriate receipt form and ensures the payment is entered into MAP.
  • Responsible for Returned Check Notices from multiple bank accounts. Receives email from AR Manager with returned check details. Finds original deposit information. Prepares debit receipts or receives debit receipts from the depositing WVU department and ensures chargebacks are keyed correctly into MAP.
  • Assist the ACH/Wire team as needed to identify electronic payments and prepare receipts and send them for data entry. This includes but is not limited to emailing departments and/or searching for MRs within Mountaineer Marketplace.
  • Responsible for assisting with clearing account reconciliations. Includes reviewing previous deposits, researching information to determine what department funds belong to. When proper funding is located, a transfer will need to be processed within Mountaineer Marketplace.
  • Research lost payments upon a department's request and makes necessary correction in MAP or by keying an internal transfer or a transfer between bank accounts in Mountaineer Marketplace.
  • Serve as liaison with other units to ensure Salesforce case resolution in the Accounts Receivable dashboard
  • Works daily in Salesforce AR dashboard and marks cases as resolved when customer requests are fulfilled, or inquiries are answered.
  • Responsible for monitoring vanity email account by replying, answering questions, training, resolution or connecting the customer to the appropriate department or staff member.
  • Assists Manager in providing cash information for quarterly and year end WVU financial statements. This involves detailed research in MAP and on the N:Drive.
  • Attention to detail is essential. If transactions are improperly recorded it can result in information being reported inaccurately on financial statements. Keying errors result in outstanding reconciliation items, revenue could be posted into a wrong funding string, or it could result in the loss of revenue to that appropriate department.
  • Incumbent works closely with other colleges/units, regional campuses within the University, especially SSC-Sponsored Programs & Financial Management. As well as with other State agencies to identify general ledger accounts to appropriately record the transactions and the State Treasurer's Office.
• Reporting and Interfaces
  • Participates in the completion of the Banner Accounting Interface process in conjunction with Student Financial Services. This is completed by performing a series of queries and running reports in MAP to interface tuition related payments and eCommerce revenue from the WVU Banner system to MAP accounts receivable module and then interfaced to the general ledger.
  • Interface all accounts receivable activity in MAP by running the WVU Oasis Receipts Outbound Interface for both WVU main campus and Parkersburg. This pushes all receipts into the WV State's financial system and the incumbent must ensure its success.
  • Run WVU Oasis Receipts Inbound Interface process. This grabs the "return file" from the state (non-tuition & fee ecommerce activity) and produces an output file showing the results of the OASIS interface processing ensuring its success
  • Responsible for end-of-day processing. This includes the balancing of all SSC staff and decentralized keyers data entry activity, query for out of balance batches and receipts, run multiple reports from MAP, and run SQL reports all to ensure there are no errors or out of balance receipts before interfacing the activity to the general ledger and completing WVU Oasis Receipts Outbound to interface transactions to the State.
  • Must report the Aging 7 Bucket Report total to OPSYGRP email in Outlook and receive a response that AR balances to GL.
• wvOasis
  • Responsible for processing Payroll Redeposits & Corrections or Payment Services Redeposits in wvOasis by keying cash receipts to return funds back to the State.
  • Responsible for processing Cash Advance settlements in the State of WV financial system (wvOasis) upon request. This is completed by entering a cash receipt (CR) transaction in Oasis to give a departments unused funds from a Cash Advance back to the State.
• Grants
  • Coordinates Federal Land grant reports. Reports are run and sent to WVU departments for review and reconciliation. Once they provide approval the funds are withdrawn from the associated federal agency. Attention to detail is critical as errors could result in the over drawing of federal funds or drawing from the wrong award which causes financial reporting discrepancies.
  • Assists in the preparation of the Letter of Credit Federal drawdown file. This occurs twice a month and requires attention to detail. Errors could result in the over drawing federal funds or the drawing of funds from the wrong award which causes grant invoice errors and financial reporting discrepancies.
  • Assists with the grants customer database within the AR module by entering and/or editing grant customer setups when requested.
• Research & Corrections
  • Assists with research and processing of grant award corrections. Many payments are put into a clearing account as a temporary holding place until it is identified where the payment belongs. Grant award funds are also moved between On Account, grant invoice numbers and IRB fees funding.
    * Assists with research of lost payments upon a department's request and makes necessary correction in MAP or by keying an internal transfer or a transfer between bank accounts in Mountaineer Marketplace.
  • Ability to function proactively within multiple environments with a diverse customer base, both internal and external of the University. Incumbent frequently interacts with WVU business offices as well as Shared Services Sponsored Programs.
  • Serves WVU Departments by gathering and posting revenues to Departmental Revenue System using computer, answering inquiries, and giving instructions primarily via email, Salesforce cases and Microsoft Teams chats.
  • Other administrative duties as assigned, including supporting other activities within Accounts Receivable team.

Pay Grade: 15
Hours: 8:15am-4:45pm

• Bachelor's degree in business, secretarial or technical training related to the position.
• A minimum of one (1) year of experience involving:
  • Ability to communicate well and work with a variety of constituencies
  • Extensive knowledge in Microsoft Office Products with a high understanding of Excel
  • Proficiency in Windows-based applications and strong internet skills.

  • This level of education/work experience will provide the applicant with the knowledge of accounting principles and concepts along with the ability to reason and apply these concepts to differing situations within an institution.

  • Strong computer experience including Microsoft Office suite. Must be proficient in Windows-based applications and have strong internet skills.

  • Experience within accounting, finance, or related field should provide the applicant with the knowledge to perform the job.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Demonstrated strong working knowledge and ability to operate a computer with thorough knowledge of Microsoft Office (word, excel, outlook) and PDF documents because they are used extensively.
• Preferred knowledge of universities financial system - Oracle MAP and Mountaineer Marketplace
• Maintain the ability to type with speed and accuracy. Computerized accounting system including accepting, processing, and tracking large volumes of information
• Ability to interact professionally and diplomatically with associates, staff, and external customers.
• Ability to work independently and exercise judgment
• Must have time management skills to organize work under pressure and recognize priority duties in high-risk situations.
• Strong listening skills to listen to others and effectively comprehend information.
• Must be able to maintain confidentiality.
• Dependable; strives to be at work when scheduled

Preferred Qualifications

• Degree in accounting, finance, or related field
• Work experience in College and University Accounting or banking is preferred
• Use of Salesforce CRM is preferred

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.