Accounting Associate

NOTE TO APPLICANTS

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WHAT WE CAN DO TOGETHER

The Association of Former Students engages and inspires the Aggie Network for Texas A&M University in perpetuating the Aggie Spirit. Through our Annual Fund, scholarships, alumni engagement programs, and support of students and former students, we create meaningful opportunities for Aggies to stay connected and strengthen the Texas A&M community.

Our newest colleague will join a highly motivated team dedicated to advancing this mission through accurate financial stewardship and operational excellence. The Accounting Associate plays a vital role in supporting the financial operations of The Association by ensuring transactions are processed accurately, records are maintained with integrity, and internal customers receive exceptional service. The ideal candidate will demonstrate a strong attention to detail, accountability, initiative, and a commitment to continuous improvement while serving as a professional ambassador for The Association and Texas A&M University.

OUR CULTURE AND BENEFITS

We work in an inclusive, professional, creative, and collaborative environment that delivers a strong positive impact to current and former students, faculty, and friends of Texas A&M University. Whether supporting financial operations, alumni engagement, fundraising initiatives, or organizational programs, every team member contributes to the success of our mission.

Professional development and continuous growth are fundamental to our organization. We embrace modern technologies and innovative processes that help our employees perform at their highest level while supporting organizational efficiency and accuracy.

All full-time employees are eligible for generous, 100% Association-funded benefits including health insurance, dental insurance, vision insurance, life insurance equal to annual income, savings plan with six-year vesting, long-term disability insurance, and exceptional holiday and paid time off schedules. The Association of Former Students is a designated nonprofit employer for the Public Service Loan Forgiveness student loan program. Employees may also enhance their benefits through additional self-paid coverage options to meet their individual and family needs.

A CAREER WITH IMPACT AND MEANING

Your efforts will directly support the financial integrity of The Association and help ensure resources are available to further our mission for generations of Aggies. Through accurate transaction processing, recordkeeping, customer support, and continuous process improvement, you will play a key role in helping The Association engage and inspire the Aggie Network while maintaining the highest standards of financial stewardship.

ESSENTIAL FUNCTIONS OF THE ROLE

• Maintain a high standard of professionalism, confidentiality, customer service, and integrity.
• Process and support accounting transactions and financial activities with accuracy and attention to detail.
• Support accounts payable, cash management, revenue processing, and accounting operations.
• Maintain accounting records and documentation in accordance with organizational policies and procedures.
• Monitor workflows, accounting queues, and communication channels to ensure timely processing and resolution of items.
• Perform accounting duties in compliance with internal controls, approval requirements, and established procedures.
• Support accounting technology initiatives, automation efforts, and process improvements.
• Identify discrepancies, exceptions, and control concerns and assist in resolving issues.
• Collaborate with teammates to ensure continuity, accuracy, and timely completion of accounting processes.
• Participate in organizational activities and support Association-wide initiatives.

ROUTINE DUTIES

Accounting Operations and Transaction Support

• Review, route for approval, and process business transactions and supporting documentation with accounting and financial impacts, including payable expenses, cash deposits, billing, cash receipts, business credit card activity, journal entries, and related transactions.
• Support the accounts payable and disbursement cycle through document review, payment preparation, vendor maintenance, tax documentation, and annual reporting requirements.
• Verify transactions for accuracy, adequate supporting documentation, and proper authorization before posting to accounting systems.
• Assist with billing activities, revenue processing, collections support, and responses to routine customer inquiries.
• Receive and safeguard checks and cash, maintain custody records, and prepare timely deposits in accordance with established controls.
• Review bank activity, transaction reports, control logs, and supporting records for accuracy, completeness, and proper authorization.
• Prepare recurring journal entries, schedules, inventory records, and reconciliations as part of the accounting close process.
• Document completed work and maintain supporting records within the accounting close management system.

Records, Workflow, and Customer Service

• Maintain complete, accurate, and accessible accounting records, including scanning, filing, retention, and status tracking.
• Monitor shared accounting mailboxes, work queues, control logs, and project management tools.
• Route requests and communicate status updates, missing information, and identified exceptions.
• Process incoming mail and accounting documents while maintaining confidentiality and adherence to information security practices.
• Provide responsive support to departments, customers, vendors, and teammates.
• Research routine issues and escalate higher-risk matters when appropriate.
• Perform administrative and operational tasks supporting the Accounting team.

Controls, Technology, and Continuous Improvement

• Perform work according to documented procedures, segregation of duties requirements, approval limits, review controls, and organizational policies.
• Identify and document discrepancies, incomplete information, and control concerns.
• Utilize current and emerging accounting, banking, reporting, document management, workflow, and productivity technologies.
• Support system implementations, upgrades, integrations, testing activities, data validation, process mapping, and procedure updates. 
• Leverage approved automation and data tools to improve efficiency, accuracy, documentation quality, and data protection.
• Identify opportunities to standardize, simplify, automate, or strengthen accounting processes and controls.
• Maintain process documentation, procedures, and departmental checklists.
• Cross-train with teammates to ensure departmental continuity and coverage.

EMPLOYEES OF THE ASSOCIATION OF FORMER STUDENTS

• Actively contribute toward efforts to achieve our culture, engagement, and fundraising goals.
• Participate in various Association-wide activities including, but not limited to, Aggie Muster, Aggie Ring Day, Reunions, Distinguished Alumni Gala, Pass It Back Day, All-Aggie Grad Party, All-Aggie Hullabaloo, Board and Leadership Council meetings, and internal event teams and task committees.
• Provide on-site support for Board and Leadership Council meetings and other Association functions.
• Represent The Association as needed at external events.
• Serve as an ambassador by meeting our Team Expectations and fostering relationships with students, former students, parents, faculty, staff, and friends of Texas A&M University.
• Support The Association's marketing, communications, branding, and fundraising initiatives.
• Exemplify our Core Values: Respect, Excellence, Loyalty, Leadership, Integrity, and Service.

KNOWLEDGE, SKILLS & ABILITIES

Required:

• Ability to work effectively in a professional environment while managing multiple priorities and deadlines.
• Strong organizational, time management, and problem-solving skills.
• Ability and willingness to work collaboratively with teammates while prioritizing internal and external customer satisfaction.
• Strong written and verbal communication skills.
• Ability to effectively communicate with and support a diverse population.
• High attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Proficiency with: 
  • Microsoft Excel
  • Microsoft Teams
  • Microsoft SharePoint
  • Microsoft Outlook
• Strong aptitude for learning and utilizing business technologies and financial systems.
• Ability to follow documented procedures and internal controls.
• Willingness to work overtime during peak periods with a positive attitude.

Preferred:

• Experience working with accounting, financial reporting, workflow, document management, or ERP systems.
• Experience supporting automation, technology implementation, or process improvement initiatives.

PHYSICAL CAPACITY REQUIREMENTS

• Ability to operate a keyboard, computer, calculator, telephone, and standard office equipment.
• Ability to remain seated and work at a computer for extended periods.
• Ability to file, retrieve, organize, and manage physical and electronic records.
• Ability to occasionally lift, move, or carry office materials and supplies.
• Ability to travel locally as needed to support organizational activities.