Accounting Assistant

Main Duties and Responsibilities:

I. Student Accounts Management

• Configures tuition and fees in the Ateneo Integrated Student Information System for both college and undergraduate levels
• Administers assessment for graduate students, and reassessments during enrollment and load revision periods for graduate students
• Monitors collections through receivable account for graduate students
• Reviews the uploading of student accounts transactions for graduate students
• Generates tuition, basic fees, and sundry reports; check-free (payments), credit, batch entry reports; and assessments, on a monthly basis
• Journalizes monthly entries for assessments and payments
• Records scholarships for graduate students; and student account adjustments for tuition credit, load revision, and other relevant adjustments to graduate students, in the Student Accounts Management System
• Processes refunds for graduate students, including the preparation of CPS
• Reviews and reconciles accounts receivables for graduate students (i.e., General Ledger vs. SAMS) on a monthly basis
• Prepare quarterly aging report of accounts receivables for graduate students
• Prepares audit schedules for income and accounts receivables during year-end for external auditors
• Provides list of balances to the Office of the University Registrar, Office of the Vice President for Digital Information and Technology Services, and cashiers for graduate students
• Maintains an orderly filing system of journal entries and other documents related to student accounts

II. Frontline Services Support

• Attends to student inquiries through various communication channels (e.g., face-to-face, phone, email) on balances, clearances, and other account adjustments
• Provides assessments/reassessments of tuition fees, upon request of the student and/or different offices
• Generates Student Account adjustments due to load revision requests (i.e., additional or withdrawal of subjects)
• Prepares refund requests through CPS upon completion of requirements
• Processes necessary adjustments in the SAMS, as needed
• Updates the tuition rates in AISIS as provided for by the Office of the Vice President for Higher Education, before the start of enrollment period for each school year
• Prepares Statement of Accounts for internal and externally-funded grants, as well as various certificates (e.g., Certificate of No Financial Obligation, Certificate of Tuition and Fees), as requested
• Coordinates with the different departments regarding laboratory fees before the start of the semester

III. Back-End Operations Support

• Prepares requested certifications (e.g., tuition and fees certification of enrollment and certification of no outstanding obligations) of students
• Accomplishes United Nation forms on tuition and fees data for students, as requested
• Administers load revisions by collating requests, processing change in load requests, and forwarding it to the Student Accounts Supervisor for review
• Determines refund amount for students by checking, computing, and re- assessing student load
• Updates SAMS records, by entering information on load revision and refund of the students
• Prepares SOAs for internal and externally-funded grants by validating lists given by the funder; checking enrolled subjects of the student scholar or grant beneficiary (to validate enrollment and fees assessed to the grantee), and preparing summaries and SOAs, for checking of Student Accounts Supervisor and for approval of the CAO Director

IV. Performs other duties as may be assigned by the immediate supervisor, or
any authorized representatives

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Technical Acumen: Knowledge of accounting principles and practices, analysis and reporting of financial data
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Administrative: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
• Time Management: Managing one's own time and the time of others
• Coordination: Adjusting actions in relation to others' actions
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do

Education and Experience Requirements:

• Bachelor’s degree graduate
• At least 6 months to 1 year of relevant work experience

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.