Accounts Specialist (Athletics)

Position Summary

This position supports Athletics and Finance Shared Services by providing accounting and administrative assistance to ensure financial tasks are completed accurately and on schedule. The role requires a strong customer service focus, effective communication and organizational skills, and the ability to use sound judgment in a variety of situations.

The position is responsible for a mix of technical and administrative accounting functions, including financial recordkeeping, transaction processing, and customer support. Duties include maintaining financial records, preparing and processing financial transactions, serving as the primary receptionist for Athletics, and assisting departments with financial procedures in compliance with established policies and guidelines. More complex matters are referred to appropriate personnel as needed.

As part of the Finance Shared Services team, this role provides accounting and reporting support across campus. Work assignments and work locations between Washburn University and Washburn Institute of Technology may vary according to operational needs; however, the primary office location will be Athletics.

Essential Functions

• Serve as the main point of contact for the Athletics department, welcoming visitors and managing incoming calls.
• Interpret and apply Washburn accounting policies, procedures, and chart of accounts structure (FOAPAL).
• Ensure compliance with federal, state, NCAA, and Washburn policies, procedures, and regulations.
• Utilize accounting and office systems to complete assigned financial tasks efficiently and accurately.
• Review financial transactions for accuracy, completeness, and proper coding; identify and resolve routine discrepancies.
• Compile and prepare reports related to receipts, expenditures, and account activity.
• Deliver responsive, professional, and courteous customer service to internal and external stakeholders.
• Participate in cross-training to support continuity of Finance operations.
• Maintain strict confidentiality of financial, employee, and student records.
• Track orders and payments; verify receipt and accuracy of goods and services in coordination with departments prior to processing payments.
• Prepare and process payment vouchers in accordance with Washburn procedures.
• Create and submit University One Card expense reports.
• Prepare travel requests and process travel expense reports.
• Prepare and process deposits in accordance with established timelines and procedures.
• Prepare routine journal entries and account adjustments.
• Process transfer requests between funding sources.
• Create and process purchase requisitions in compliance with procurement guidelines.
• Provide administrative and operational support to Athletics and Finance Shared Services.
• Assist Financial Reporting and Academic Budgets with preparation, documentation, and maintenance of reports and records.
• Perform additional job-related duties as assigned.