at Pittsburg State University in Pittsburg, Kansas, United States
Job Description
Duties and Responsibilities of Position
Expenditure and Procurement Card Review - 35%
- Reviews all Foundation-funded expenditures, including Foundation issued procurement card transactions, to ensure alignment with donor intent, availability of funds, and organizational policies
- Verifies that all transactions include complete and appropriate documentation to support a clear audit trail and meet compliance requirements
- Reconciles and audits procurement card activity, accurately recording and posting transactions to the general ledger once proper approvals have been obtained
Gift Processing - 20%
- Assists with recording charitable contributions into the donor database
- Ensures gifts are accurately credited to the correct accounts and processed in accordance with applicable guidelines and regulations
Reporting - 15%
- Supports the preparation of internal and external reports, including scheduled updates and materials for committees or leadership groups
- Prepares regular budget tracking reports for University Advancement units and help monitor spending activity
Deposit Audit and Batch Management - 10%
- Audits the front desk deposit log sheet to ensure accuracy, completeness, and compliance with established procedures
- Verifies supporting documentation, identifies discrepancies, and follows up as needed
- Creates and sets up new deposit batches in the CRM system, ensuring timely and accurate posting
Fixed Assets - 10%
- Regularly records and tags all Pittsburg State University Foundation assets. Fixed assets shall be identified and recorded in a permanent file including photo, asset number, location, date of purchase, and purchase documentation reference.
- Annually or semi-annually performs physical audits of asset inventory to monitor acquisitions, retirements, and potential loss of assets
Outstanding checks - 5%
- Performs regular reviews of outstanding checks and contact payees for resolution
- Processes stop payment requests and replacement checks for lost or destroyed payments
- For checks outstanding more than one year with repeated unsuccessful outreach, completes stop payment procedures and submits the funds to the State Treasurer’s Unclaimed Property
Other Related Duties - 5%
- Performs additional responsibilities as delegated to support the mission and strategic goals of the division and university
