Financial Operations Specialist

POSITION SUMMARY

The Financial Operations Specialist is a cross-functional Business Office professional responsible for supporting and maintaining continuity across student accounts, cashiering operations, general accounting, payroll support, reconciliations, financial reporting, and audit preparation.           

This position is intentionally structured as an operational resilience role within the Division of Administration & Finance. The incumbent will be cross-trained in student receivables, cash management, general ledger accounting, and payroll-related accounting functions to ensure uninterrupted financial operations during staff absences, peak registration cycles, audit periods, or organizational transitions.    

The ideal candidate is analytically strong, operationally versatile, detail-oriented, and comfortable interacting with students, faculty, staff, auditors, and external agencies.         

TASKS & RESPONSIBILITIES

1. Student Accounts & Receivables

• Analyze student account data to ensure tuition, fees, scholarships, grants, and payments are accurately posted.
• Perform account adjustments, billing, collections, and refund processing.
• Maintain aging reports and assist in managing delinquent accounts.
• Coordinate with collection agencies as necessary.
• Reconcile student sub-ledger accounts to general ledger control accounts.
• Partner with Financial Aid to ensure accurate aid posting and refund clearance.
• Support registration cycles and student-facing tuition communication.
• Generate monthly collection and receivable reports for leadership.

2. Cashiering & Cash Management

• Receive and reconcile daily cash, checks, credit card transactions, and other payments.
• Prepare daily deposits and ensure timely bank submissions.
• Maintain custody and logging of sensitive financial instruments (loan checks, vendor payments, work-study checks).
• Prepare daily recap and reconciliation reports.
• Monitor returned checks and coordinate re-charges to student accounts.
• Maintain Deferred Payment Plan tracking and reporting.
• Support registration payment processing and high-volume transaction periods.
• Evaluate cashiering processes and recommend operational improvements.

3. General Accounting & Financial Reporting

• Prepare monthly general ledger reconciliations.
• Assist in preparation of financial statements and supporting schedules.
• Analyze monthly financial data and report variances.
• Support payroll accounting entries and reconciliation.
• Review fixed asset schedules and investment account reconciliations.
• Ensure proper accounting entries and corrections in accordance with GAAP and fund accounting standards.
• Assist with annual financial and tax audits.
• Support preparation of required University reporting.

4. Payroll & Operational Support

• Provide backup support for payroll processing and reconciliation.
• Manage payroll-related inquiries through designated communication channels.
• Ensure payroll entries reconcile to general ledger.
• Maintain confidentiality of payroll and personnel financial information.

5. Compliance, Controls & Process Improvement

• Ensure adherence to internal controls and University policies.
• Safeguard highly sensitive financial information.
• Evaluate operational processes for efficiency and risk mitigation.
• Recommend procedural improvements to strengthen financial controls.
• Serve as cross-trained backup to the Bursar, Staff Accountant, and Cashier functions as needed.

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field required.
• 3–5 years of progressive accounting or financial operations experience.
• Experience in higher education or fund accounting strongly preferred.
• Experience in accounts receivable, cash handling, and reconciliation required.
• Payroll experience preferred.
• Working knowledge of ERP systems (Ellucian Colleague preferred).

KNOWLEDGE, SKILLS, & ABILITIES

• Strong understanding of GAAP and fund accounting principles.
• High proficiency in Microsoft Excel and financial systems.
• Demonstrated experience in reconciliation, analysis, and financial reporting.
• Strong internal control awareness and risk mitigation mindset.
• Excellent organizational and time-management skills.
• Ability to function independently and as part of a collaborative finance team.
• Strong student/customer service orientation.
• Ability to manage confidential financial information with discretion.
• Commitment to the Mission and Vision of the University.

SUPERVISION

• This position reports to the Vice President for Administration & Finance

SALARY RANGE

• $50,000 Annually, plus benefits!

POSITION STATUS

• Full-time; in-person.

SETTING

Founded in 1875, Huston-Tillotson University is Austin's first institution of higher education. The University is an independent, liberal arts, church-related, historically black institution located on a 23-acre tree-lined campus near downtown Austin, Texas. The University is affiliated with United Methodist Church, the United Church of Christ, and the United Negro College Fund. Undergraduate, four-year degrees in business, education, the humanities, natural sciences, and social sciences are awarded. Huston-Tillotson University is multi-cultural, multi-ethnic, and multi-faith, and welcomes students of all ages, races, and religions. All faculty are engaged in a range of activities, their primary focus is teaching. The student-teacher ratio is 15 to one, which allows an environment of personalized attention to students.