Position Summary

Reporting to the Comptroller, the Accounts Receivable Assistant is responsible for managing the accounts receivable and general ledger functions to ensure charges are posted and reconciled to the appropriate accounts.

Essential Job Duties

Responsible for Managing the Accounts Receivable Function (90%)

• Prepares accounts receivable and general ledger entries for monthly closing in accordance with established accounting policies and procedures. Generates and distributes monthly accounts receivable statements to members of IAS community. Responsible for entering visiting scholars’ forwarding addresses into the accounting system as needed.
•  Answers various questions regarding accounts receivable, including monthly account receivable statements. Performs necessary follow-up regarding account receivable inquiries or past due accounts to share, obtain, or clarify account information and ensure timely payment.
• Maintains member housing and short-term housing information for accounting purposes. Maintains ledger for tenant housing and alerts appropriate personnel of delinquencies. Prepares manual statements for Short-term Housing and Special Events.
• Records sales tax activity, and transmit payment to the State of New Jersey monthly.
• Perform check out procedure for departing scholars in accordance with established accounting procedures. P
• Prepares bank deposits for all accounts receivable and general ledger receipts, including gift and grant receipts. Inputs account receivable and general ledger cash receipts into the accounting system. 
• Maintains the use and security of the petty cash box in accordance with established procedures.
•  Processes Visa/MC and foreign collection transactions, following established policies and procedures.
• Assists the switchboard operations, when needed, to contribute to the efficiency and effectiveness of daily activities.

All other duties as assigned by the Assistant Comptroller (10%)

  Minimum Qualifications

• Prior experience in or knowledge of Accounts Receivable and/or other accounting functions 
• Competency with MS Office products, including intermediate to advanced Excel skills 
• Strong organizational and collaboration skills, with the ability to respond to time sensitive deadlines
•  Strong verbal and written communication skills  
• High level of interpersonal skills to resolve A/R issues
• Ability to handle sensitive and confidential information and      situations
• High level of demonstrated poise, tact and diplomacy
• Ability to interact and communicate with individuals at all levels      of the organization

Preferred Qualifications

• Bachelor’s degree or equivalent experience 
• Knowledge of a variety of computer software applications, including accounting software

Supervisory Responsibilities

None

Working Conditions

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.