Reporting to the Accounting Supervisor for the Rutgers University Foundation, this position will be responsible for the reviewing, processing, sorting and batching of cash, check, electronic payment, and credit card gifts received at the Rutgers University Foundation. The Accounting Assistant is also responsible for manually processing credit card gifts, setting up and maintaining recurring subscriptions within our credit card terminals, generating credit card transaction reports, and obtaining the proper approvals to issue credit card refunds. In addition, this position is often the primary contact for all gift inquiries from University offices, Foundation departments, donors, and outside constituencies. This position will also assist the accountants in the department with reconciliation issues associated with gifts received as needed. Responsibilities may involve exercising considerable judgment and discretion in completing assignments and safeguarding confidential data. Works under direct supervision, with specific instructions and within established work parameters for the department. Work is usually reviewed upon completion.
Key Duties & Expected Outcomes:
85% Process gifts received at the Foundation within 2 days of receipt. Requires the timely and accurate processing of cash, check, electronic payment, and credit card gifts on a daily basis. This key duty includes reviewing gift documentation, sorting, batching and preparing & scanning checks for bank deposits. This duty also involves the scanning and entry of gift batches into a database as well as the saving of gift information in specified locations for further processing and access by other Foundation departments to ensure proper entry in the donor database. In situations where there is lack of support for a gift's designation, attempt to contact the appropriate department or donor organization to obtain missing information. Requires regular communication with donors. Act as primary and initial department contact for all gift inquiries. These inquiries may result in extensive research efforts to determine proper allocation of gifts, determining if an expected gift was received at the Foundation or the University and determining the source of the gift. This position will either assist with the inquiry or direct it to the appropriate staff to get resolution.
10% Manually process credit card gifts, and subscriptions, received through the Foundation within our credit card terminals and generate credit card transaction reports to obtain appropriate support for batches. In addition, work with Foundation departments to resolve credit card gift issues, including getting appropriate approvals before processing necessary refunds and possible cancellation of credit card subscriptions, if applicable.
5% Other duties and projects as assigned, including recording allocation change modifications associated with gift adjustments captured in AWA each month in Accounting system, entries related to change/check requests, working with a part time employee to direct their efforts to ensure timely processing of gifts and reconciliations, distributing the mail for the department, occasional phone coverage, and serving as backup for allocation openings.
Associate or Bachelor’s degree preferred, but not required. An equivalent combination of education and/or experience that demonstrates knowledge and understanding of basic accounting practices, office administration and organization is required. Proficiency in all aspects of the Microsoft Office Suite. Must be computer literate with the ability to learn new software applications. Duties require professional verbal and written communication skills. Visibility of work requires attention to detail, excellent organizational and communication skills, and discretion with confidential information. This position requires; Microsoft Excel, Word, PowerPoint and Outlook to handle the day-to-day business functions. Working knowledge of the Microsoft Dynamics GP accounting system and familiarity with the processing of credit card transactions is a plus.