Cash & Special Programs Analyst

Stony Brook University    Stony Brook, NY
Job Description

Required Qualifications (as evidenced by an attached resume):Bachelor’s Degree (foreign equivalent or higher) in Accounting or Finance. Three (3) years of full time administrative or other related experience. Proficiency with Microsoft Excel, reconciliations and account analysis. Experience working with accounting/GL software.Preferred Qualifications:MBA or Master’s Degree (foreign equivalent or higher) in Accounting. Advanced proficiency with Excel (pivot tables, h/v lookup, sumif). Business or Accounting experience in non for profit setting. SUNY finance experience. PeopleSoft Finance (GL or A/P) experience.Brief Description of Duties:The Cash & Special Programs Analyst will be responsible for cash management and parking garage financials. The successful incumbent must have superior communication skills.Cash Management:
  • In the absence of supervisor, provide guidance and direction to Cash Management clerical staff (2 clerks).

  • Monitor and report on cash position for all campus bank accounts.
  • Coordinate interbank transfers with banking partner and NYS Office of the State Controller to avoid overdraft condition.
  • Assist with coordination of excess cash sweeps with State Controller Office.
  • Prepare bank reconciliations for all campus bank accounts.
  • Research and resolve all reconciling items with Bursar, Hospital and LIVH Business Office. Post adjusting journal entries in PeopleSoft as needed. Coordinate bank adjustments as needed.
  • Coordinate PeopleSoft vendor creation with staff and all refund requesting departments.
  • Create PeopleSoft pay groups for check runs.
  • Coordinate vendor payments to banking partner, merchant service provider, courier, etc.
  • Analyze banking service encumbrances, expenditures and projected allocation needs.
  • Coordinate banking service contractual adjustments with Procurement Office as necessary.
  • Assist with PeopleSoft upgrade and bundle testing – develop, design and execute test scripts to ensure the integrity of required functionality relating to the Cash Management function. Assist with analysis of new functionality to assess feasibility for implementation. Perform related fit-gap analysis.
  • Assist with preparation of audit schedules relating to Cash Management function.
  • Prepare and maintain documentation relating to business processes in areas of responsibility within Cash Management function.

  • Analysis:
  • Tax & Finance Analysis and Bank Reconciliation – Analyze Dormitory Operating and DIFR-IFR receipts to ensure proper accounting treatment, prepare reconciliations and analyses to identify remittances to fund for amounts released from Tax and Finance bank account. Reconcile debt service payments from T&F account to SUNY debt service schedules and research discrepancies with System Administration, analyze DASNY overhead and insurance assessments for reasonableness, calculate distribution of assessment to campus garage IFR accounts and coordinate distribution with System Administration.

  • Non-Resident Alien Scholarship Analysis – Reconcile non-resident alien scholarship activity for Graduate school and Athletics department scholarship recipients, analyze payroll suspense account to identify amounts that need to be corrected, coordinate correcting journal transfers with Expenditure Accounting staff, coordinate student account charges for withholding amounts that need to be recovered from scholarship recipients.
  • Office of the State Comptroller (OSC) Unclaimed Funds – perform periodic search of NYS unclaimed funds database on behalf of university and hospital to identify accounts belonging to SBU, prepare account claim forms and supporting documentation for submission to OSC, analyze recovered funds to identify proper distribution of recovery, coordinate remittance to central funds, University Hospital and LIVH.
  • Analysis of Capital and Operating lease activity – validate lease payments/expenditures via PeopleSoft query against scheduled payments. Research and document significant variances from anticipated lessor payments with campus Procurement Office. Maintain database of active and closed operating and capital leases. Prepare Exhibit IV, “Leases and Private Financing Arrangements for Campus Financial Reporting Package. Prepare capital lease schedule for annual campus operating budget.
  • Analysis of URAS Student Receivable Balances – Assist with analysis and reconciliation of general ledger student receivable balances to verify accuracy with PeopleSoft Student Financials subsidiary receivable balances, utilize PeopleSoft query tool to extract data from data warehouse and PS SF base tables, analyze account/semester differences (at emplid level, where necessary) to identify aberrant transaction activity. Prepare and coordinate correcting journal lines for upload to realign data warehouse table.
  • Ad-hoc Reporting and Analysis - Prepare ad-hoc financial reports and analysis as requested by Director and AVP. Design and modify PeopleSoft queries relating to areas of responsibility to answer operational questions and assist with data analysis.
  • Monthly analysis of graduate and undergraduate application fee revenue. Prepare longitudinal fee revenue schedule to identify application fee variances by application type (Medical, Dental, SPD, etc.). Research variances with Bursar’s Office to ensure proper application of payments. Ensure proper handling of revenue transfers relating to Common Application assessment from System Administration. Journalize graduate application fee revenue to transfer fee revenue to Central Funds IFR accounts.
  • Monthly calculation ad distribution of fee revenue for late payment, late registration, add/drop and transcript fee - Using PeopleSoft query, prepare schedule to identify proper distribution of revenue to Central Funds, VP SA and VP Finance. Prepare journals and periodic analysis and projections for AVP and Budget Office.
  • Exchange Account analysis – monthly analysis of exchange account to verify proper matching of receipts and disbursements/transfers. Research with Bursar and other offices to follow up on transactions that have not cleared the account in a timely manner.
  • Course Fee Analysis – prepare periodic analysis to validate that course fee billing is consistent with approved fee amounts. Analyze enrollment and data to confirm that fee set-up configuration is accurate to ensure that student populations are being billed as expected. Prepare longitudinal analysis to assist in monitoring revenue trends. Research variances/ inconsistencies and report findings to AVP and Bursar for further action.
  • Analysis of Campus Housing Billing – Analyze student charges and waivers against Dormitory Financial Plan budget to confirm revenue generating occupancy is consistent with Plan. Liaise with DIFR staff to research and explain variances. Ensure that billing files from subsidiary system (StarRes) are being properly posted in the PeopleSoft Student Financials module. Follow-up with Student Accounts, DIFR IT and Finance staff to research and resolve discrepancies.

  • Parking Garage review of financial information:
  • Review reports from the parking garage and Bursar.

  • Compare activity in the garage reports to the database system capturing information from the garages.
  • Incorporate data into a model for variance analysis purposes.
  • Review disbursements and develop a detailed schedule identifying all disbursement activity.
  • Prepare a detail and summary analysis for monthly variance review.
  • Monitor monthly payroll parking deduction activity,
  • Provide the Assistant Director of Accounting with taxable and nontaxable sales information.
  • Work with members of the Accounting Office and Department of Parking and Transportation to develop management reports.
  • Prepare the reports on the frequency requested.
  • Prepare special reports as needed.

  • Special Programs:
  • Reconcile all Federal and State financial aid programs on a monthly basis.

  • Prepare monthly Special Programs trial balance for review by Supervisor.
  • Prepare weekly “snapshot report on surplus/deficit conditions for all financial aid undistributed accounts.
  • Liaise with Financial Aid, Bursar and Budget Office to resolve deficit conditions to maintain Collection Fund liquidity.
  • Coordinate financial aid drawdowns for posting to SUNY on-line system.
  • Assist with PeopleSoft Upgrade and Bundle testing – develop, design and execute test scripts to ensure the integrity of required functionality relating to the Special Programs function areas of responsibility. Assist with analysis of new functionality to assess feasibility for implementation. Perform related fit-gap analysis.
  • Prepare and maintain documentation relating to business processes in areas of responsibility within Special Programs function.
  • Assist with preparation of audit schedules relating to Special Programs function.
  • Assist with year-end GL close for Special Programs function – review GL closing rules, add chart of account values, review and verify accuracy of post-close trial balance.
  • Monitor and report on cash utilization for student loan programs to identify potential excess cash condition.
  • Assist with FA program expenditure projections for planning and budgeting purposes.
  • Assist with Sole Custody and Cash Advance report preparation.
  • Assist with annual Unclaimed Funds reporting.

  • Tax Return Preparation:
  • Preparation of monthly/quarterly NYS Sales Tax return – coordinate data collection with revenue units, ensure and validate data accuracy via PeopleSoft query tool, file ST-809 and ST-810 tax returns via web application, prepare journal entries to record sales tax distribution, coordinate tax remittance to NYS, prepare monthly liability account analysis, research and monitor campus revenue activities to determine sales tax collection requirements.

  • Compliance:
  • Title IV Refund Act Monitoring – Act as point person for monitoring Title IV student account refunds to ensure credit balances are refunded consistent with Department of Education regulations. Track issued refunds to ensure follow-up communication processes are adhered to so that Title IV refund checks are negotiated within the 240 day window or are returned to Department Of Education. Provide periodic reporting to management as necessary.

  • Other Duties:
  • Other duties or projects as assigned as appropriate to rank and departmental mission. Serve as back-up for processing of Parking Garage validation and department card requests.

  • Gift administration - FSA for Student Organization - Liaise with FSA account advisors, FSA Business Office and Bursar to accept gift payments by check. Ensure that gift acceptance forms have been properly executed, gifts have been deposited to gift exchange account, and payment has been issued to FSA for beneficiary student organization. Prepare donor acknowledgement forms and correspondence for Director and AVP. Gather relevant data for inclusion in Gift exhibit of Campus Financial Reporting Package, where applicable.

  • Special Notes:This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption

    Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email [email protected]About Stony Brook:Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island s scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at Visit our WHY WORK HERE page to learn about the total rewards we offer.Official Job Title: Senior Staff AssistantJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Accounting Services-Stony Brook UniversitySchedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, SunPosting Start Date: Apr 15, 2019Posting End Date: May 16, 2019, 3:59:00 AMSalary: Commensurate with experience within the range of $67,000-$78,000.Salary Grade: SL3Appointment Type: Term

    Mon, 15 Apr 2019 17:16:47 GMT

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