Clerk IV

Apply now Job no: 511114
Work type: Staff Full Time
Campus: UMass Amherst
Department: Auxiliary Services
Pay Grade: 13
Categories: Administrative & Office Support, Classified Staff Union (CSU), Administrative/Office Support, Food Service/Hospitality

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.


Job Summary

Examine, review, confirm and creates invoices, disbursements, process payments, resolve invoice questions and complete other functions for the Campus Center Business Office.


Essential Functions

  • Examines, reviews and confirms that event charges from Events Office Manager for Catering, Conference Services, Dining Commons, Retail Dining, UMass Hotel and others are correct per pricing or contract prior to invoicing customer. 
  • Creates, processes and generates invoices for AE accounts receivables using generally accepted accounting principles to ensure UMass conformance and compliance with reporting requirements.  Invoices include customers from Auxiliary Enterprises Events Office Manager, Catering, Conference Services, Dining Commons, Retail Dining, UMass Hotel and others
  • Analyzes invoices based on speed type, direct bill, AE community grant, check, credit card or MICROS transactions confirming Accounts Receivable revenue sources. 
  • Posts internal and external customer payments including UMass speed type recharge, cash, checks, and credit card transactions.   
  • Manages University Club member accounts including confirming CS Gold member account charges.  Creates member invoices, remits payments in member databases including Sage and CS Gold.
  • Accepts, reviews and deposits checks/cash for Auxiliary Enterprise events including Conference Services, Catering and direct bills.  Reconciles deposits with Business Office Account Receivable Database and customer files. 
  • Investigates and resolves customer account discrepancies and questions regarding invoice charges.
  • Reviews, approves and resolves valid deductions and credits for customer charges. 
  • Maintains Business Office data and files including invoices, internal authorization forms and other documentation as required by UMass policies. 
  • Reviews and approves monthly disbursements and commissions for vendors.
  • Creates and posts recurring monthly and annual invoices for AE vendors within Campus Center including rent and utilities. 
  • Assists UMass departments with funding transfer process and UMass guidelines in resolving accounting issues and discrepancies.
  • Facilitates a strong working relationship with internal and external customers to establish a steady work flow.
  • Maintains W-9 forms for outside vendors.
  • Assists in assigning student help work for business office tasks.


Other Functions

  • Perform related work as required.


Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure

  • High-school diploma. 
  • Two years of bookkeeping and/or accounting experience. 
  • General knowledge of Generally Accepted Account Procedures (GAAP), fund accounting and business office procedures.
  • General knowledge of Microsoft Office products including Excel and Word.
  • Ability to deal tactfully with internal and external customers. 
  • Ability to work accurately with names, numbers, codes and/or symbols.
  • Ability to communicate effectively in English.
  • Ability to establish and maintain harmonious working relationships with other employees and to work as part of a team.
  • Strong sense of attention to detail.


Physical Demands/Working Conditions

Typical Office Environment Activities.  


Work Schedule

37.5 hours/week; 8:30- 4:30pm PM Monday through Friday


Salary Information

Grade 13


Special Instructions to Applicants

Requires a resume, cover letter, and 3 professional references.


UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.


Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.