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Clerk IV

University of Massachusetts Amherst
UMass Amherst

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Job Details

Job no: 513424
Work type: Staff Full Time
Location: UMass Amherst
Department: Auxiliary Services
Union: USA/MTA
Categories: Accounting/Finance/Budget, Administrative/Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Examine, review, confirm and creates invoices, disbursements, process payments, resolve invoice questions and complete other functions for the Campus Center Business Office.

Essential Functions

  • Examines, reviews and confirms that event charges from Events Office Manager for Catering, Conference Services, Dining Commons, Retail Dining, UMass Hotel and others are correct per pricing or contract prior to invoicing customer.
  • Creates, processes and generates invoices for AE accounts receivables using generally accepted accounting principles to ensure UMass conformance and compliance with reporting requirements. Invoices include customers from Auxiliary Enterprises Events Office Manager, Catering, Conference Services, Dining Commons, Retail Dining, UMass Hotel and others
  • Analyzes invoices based on speed type, direct bill, AE community grant, check, credit card or MICROS transactions confirming Accounts Receivable revenue sources.
  • Posts internal and external customer payments including UMass speed type recharge, cash, checks, and credit card transactions.
  • Manages University Club member accounts including confirming CS Gold member account charges. Creates member invoices, remits payments in member databases including Sage and CS Gold.
  • Accepts, reviews and deposits checks/cash for Auxiliary Enterprise events including Conference Services, Catering and direct bills. Reconciles deposits with Business Office Account Receivable Database and customer files.
  • Investigates and resolves customer account discrepancies and questions regarding invoice charges.
  • Reviews, approves and resolves valid deductions and credits for customer charges.
  • Maintains Business Office data and files including invoices, internal authorization forms and other documentation as required by UMass policies.
  • Reviews and approves monthly disbursements and commissions for vendors.
  • Creates and posts recurring monthly and annual invoices for AE vendors within Campus Center including rent and utilities.
  • Assists UMass departments with funding transfer process and UMass guidelines in resolving accounting issues and discrepancies.
  • Facilitates a strong working relationship with internal and external customers to establish a steady work flow.
  • Maintains W-9 forms for outside vendors.
  • Assists in assigning student help work for business office tasks.

Other Functions

  • Perform related work as required.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure

  • High-school diploma.
  • Two years of bookkeeping and/or accounting experience.
  • General knowledge of Generally Accepted Account Procedures (GAAP), fund accounting and business office procedures.
  • General knowledge of Microsoft Office products including Excel and Word.
  • Ability to deal tactfully with internal and external customers.
  • Ability to work accurately with names, numbers, codes and/or symbols.
  • Ability to communicate effectively in English.
  • Ability to establish and maintain harmonious working relationships with other employees and to work as part of a team.
  • Strong sense of attention to detail.

Physical Demands/Working Conditions

Typical Office Environment Activities.

Work Schedule

37.5 hours/week; 8:30- 4:30pm PM Monday through Friday

Salary Information

Grade 13

Special Instructions to Applicants

Requires a resume, cover letter, and 3 professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Mar 17 2022 Eastern Daylight Time
Applications close:


The University of Massachusetts Amherst is one of the preeminent public research universities in America. Nestled in idyllic Amherst, Massachusetts—often called “The top college town in North America”—the campus is consistently ranked among the top public research universities in the nation, and offers a rich cultural environment in a rural setting close to major urban centers. 

As one of the nation's top public research universities – as measured by national and international rankings, academic citations, and research funding – the campus spends more than $180 million on research each year, demonstrating its contribution to the nation’s position as a technological and economic leader. The university works in conjunction with academic, government, and private partners to translate new knowledge and scientific discoveries into technical innovations and scholarly works that create opportunities for students, faculty and the public. 

Eight schools and colleges offer more than 85 undergraduate majors, 68 master’s and 48 doctoral degree programs, many counted among the top programs in the nation and world. UMass Amherst is also home to New England's premier honors college.

The 1,159 full-time faculty members are dedicated teachers and world-renowned researchers and the campus has regularly been listed among the top performers in terms of faculty awards. With over 24,000 students from all 50 states and over 70 countries, the student body is the most academically successful in the history of the campus. Students participate in 240 organizations, 21 NCAA Division I athletic teams, extensive intramurals, living-learning residence halls, community service, and internships. With one of the largest residential life systems in the nation, UMass Amherst houses approximately 12,000 students on campus. The university is enjoying a facilities renaissance, including new buildings in the sciences, the arts, and recreation. UMass Amherst is part of the Five College consortium with Smith, Mount Holyoke, Hampshire and Amherst colleges.

As an employer, the University of Massachusetts Amherst is a national leader in developing family-friendly policies, benefits and amenities designed to help faculty members develop both productive careers and satisfying personal lives. The university offers one of the nation’s most generous parental leave policies. The university is also part of the Academic Career Network, a regional consortium formed to serve dual-career couples and encourage greater diversity in the academy.


Find Us
Whitmore Administration Building
United States
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