Business Office Supervisor

GENERAL STATEMENT

Under general supervision, the Business Office Supervisor supervises and coordinates cashiering, financial reporting, accounting support, and operational banking activities to ensure organizational financial integrity and efficient Business Office operations. The Supervisor provides day-to-day direction, training, scheduling, and oversight to front desk staff and student assistants, ensuring the office remains fully operational during business hours, services are delivered effectively, and compliance with cash handling and security protocols is maintained. 

In addition to supporting daily banking deposits and accounts receivable functions, this role is responsible for coordinating Business Office operations, including student organization financial services, office logistics, and vendor support. The Business Office Supervisor serves as a primary point of contact for students, staff, and faculty members and acts as a key resource to the Director of Finance, and Budget and Finance Manager by providing operational support and back-up during peak cycles or staff absences.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

1. Supervises and coordinates daily operations of the ASI Business Office, ensuring the office is open and fully staffed during business hours and that services are delivered efficiently and effectively. Monitors workflow, customer service levels, and operational performance to maintain a high standard of service to students, departments, and external partners. 

2. Provides day-to-day leadership and oversight of front desk operations to the Customer Service Rep/Office Teller student assistants, ensuring timely and accurate customer service, effective cash handling practices, and consistent adherence to Business Office procedures. Ensures adequate front desk coverage during business hours and promotes a high level of customer service. Provides coaching, training, and corrective feedback to student employees to support performance expectations and professional development. Coordinates daily workflows and operational needs in collaboration with the Budget & Finance Manager.

3. Ensures the secure management of confidential documents and sensitive records by maintaining appropriate filing systems, enforcing confidentiality protocols, and ensuring compliance with record retention and information security requirements. 

4. Coordinates service requests and maintenance activities to ensure uninterrupted Business Office operations. Acts as liaison with Facilities, IT, and external service providers to address operational needs and resolve issues in a timely manner. 

5. Serves as an escalation point for complex or sensitive inquiries from students, departments, and external partners, ensuring timely and professional resolution.

6. Coordinates access to the safe, including issuing and retrieving items stored within. Ensures compliance with security protocols and procedures related to safe management. Coordinates with other organizations to facilitate the retrieval and storage of items as needed. Performs periodic reviews of the safe’s contents to ensure accuracy and security. 

7. Provides secondary coverage for the collection and sorting of incoming Business Office mail by type (adjustments, bills, payments, etc.). Ensures accurate delivery to designated mailboxes, re-addresses undeliverable items, and verifies outgoing mail compliance with campus regulations when the primary staff is unavailable. 

8. Coordinates daily cash reporting and receipt reconciliation as assigned by the Director of Finance. Oversees bank deposit preparation, including currency, checks, and credit card processing. Verifies check endorsements, maintains receipt sequencing, and resolves out-of-balance discrepancies. Summarizes total funds and assigns them to the appropriate revenue accounts, escalating unresolved issues to the Director of Finance. 

9. Allocates imprest funds to cash drawers and cashiering stations throughout the organization. Replenishes imprest funds and maintains balances. Assists in the periodic balancing of the safe.  

10. Acts as a financial custodian for student organizations, overseeing and facilitating banking activities such as deposits and withdrawals. Prepares related journals and payments for student organization purchases.  

11. Serves as the primary point of contact for student organization financial services, including grant administration and related inquiries. Provides guidance on processes, documentation, and compliance requirements, and coordinates with Student Life & Development (SLD) and student leaders to ensure timely and accurate processing. 

12. Meets periodically with student organization representatives to assist with financial planning and logistics related to organizational activities, including travel arrangements such as lodging, transportation, and airfare, ensuring alignment with ASI policies and funding guidelines. 

13. Prepares and processes accounts receivable invoices for ASI/USU, coordinating across departments and with external vendors. Ensures accuracy, proper documentation, and timely billing in accordance with established policies and procedures. Collaborates with department managers and vendors to address discrepancies, support collections, and maintain accurate financial records. 

14. Prepares and analyzes monthly aging reports to ensure accuracy and alignment with accounts receivable balances. Monitors outstanding invoices and identifies past-due accounts, proactively coordinating with ASI/USU departments to follow up and resolve discrepancies. Communicate regularly with department managers to support timely collections and maintain accurate financial records, while ensuring compliance with established policies and procedures. 

15. Provides accounting support during periods of increased workload, vacancies, or staffing shortages. Performs assigned accounting functions with appropriate oversight and approval from the Director of Finance in accordance with established internal control procedures. 

16. Collaborates across departments to support the Budget and Finance Manager during high-volume periods. Provides targeted assistance with budgeting cycles, and IPCDC-related functions to ensure operational efficiency during seasonal workloads. 

17. Assists the Business Office staff with other Business Office functions as needs arise.   

18. Other duties as assigned, reasonably within the scope of the job.

SUPERVISORY RESPONSIBILITIES 

Directly and indirectly supervises staff including but not limited to student employees. Carries out supervisory responsibilities in accordance with Associated Students and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

MINIMUM QUALIFICATIONS

Education and/or Experience

Equivalent to three years of progressively responsible financial record-keeping experience or an equivalent combination of education and experience which provides the required knowledge and abilities. Preferred two years related experience in merchant telling or commercial banking which involved the receipt, deposit, and accounting of large sums of money.  

Knowledge and Abilities

General knowledge of practices and procedures used in receiving, recording, and depositing money and in maintaining records of money deposited. Working knowledge of data collection and input requirements in an automated accounting environment. Proficiency in Windows-based office-suite applications. General knowledge of checks and other negotiable instruments, counterfeit currency detection methods, and commercial banking practices.

OTHER QUALIFICATIONS

Background Check

Appointment to this position is contingent upon successful completion of a comprehensive background check based on reportable last actions.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 25 pounds and occasionally lift/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.  

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.