Student Account Services Specialist

Title: Student Account Services Specialist

Department: Student Account Services

Number of Positions: 1

Classification: 3 on-campus

Type of Appointment:

Position Summary: The overall purpose of this job is responsible for oversight of financial information and accounting records and ensuring all are accurate and up-to-date. Determine, enter and review financial figures on accounts, invoices and account statements. Coordinate the accurate and timely invoicing and collection of all funds due to the college. This position is responsible for the billing and collection of funds from students, nonstudents and third-party sponsors, in an efficient and customer service orientated approach that is compliant with all federal, state, Tennessee Board of Regents and institutional policies and procedures.

Essential Functions:

20% Responsible for coordination and preparation of the quarterly audit of college receivables. Reconcile reports to the student system (ERP), verifying data is correct and taking appropriate steps for the resolution of any discrepancies. Update audit document continually to accurately reflect current receivable statuses. Annually pull the files for accounts deemed uncollectible and audit each file to verify all necessary steps and paperwork have been completed before the debts are written off.

20% Create and maintain all third-party student contracts and determine the charges to be paid by each. Prepare and distribute bills to students, staff, and third-party accounts as assigned. Verify bookstore charges are accurate and allowable, reconcile with the bookstore, and request payment to the bookstore. Work with counselors from various third-party agencies following their guidelines to ensure contracts are processed accurately by verifying that the students are registered in the approved courses and have the needed materials in compliance with their individual contracts. Monitor all third-party student's confirmation status working with the students, third party sponsors and college staff to ensure they are held through the expunge process if needed.

15% Student Invoicing:

• Work with college departments to update student accounts with the appropriate charges or credits for traffic tickets, library fines, telecourse fines, student emergency loans, etc. Update databases and department contacts as needed.
• At the end of each term, review account balances for students on the 14th day foundation scholarship list to post needed scholarship payments on accounts and evaluate for next billing/collection steps.
• Run Banner database jobs to identify and update student accounts for monthly billing processes and to age student accounts. Review printed bills for accuracy and to extract any exceptions accounts.

15% Non-Student Invoicing:

• Review college contracts with higher education institutions for billing requirements. Determine appropriate rates and coordinate with contacts at multiple colleges to confirm facility usage before creating invoices. Monitor invoices for payment and send statements and notices as required by college and TBR policy and state law.
• Create all bills for the Workforce and Community Development department for workforce training. Coordinate with WCD staff regarding contracts, dates of training and to determine amounts to be billed for contracted companies and their employee classes.
• Determine amounts and invoice multiple outside agencies/colleges for lease, security, classroom, office space and/or printing. Utilize reports, contracts and collaboration with departments across campus to generate invoices and monitor for payment, send statements and notices as required by college and TBR policy and state law.
• Work with Accounts Payable office and college employees to bill for employee travel reimbursements in accordance with TBR guidelines.
• Collaborate with payroll and college employees to bill for dual service employees by interpreting the contract and verifying amounts and accounting information with the payroll office.
• Collaborate with helpdesk staff to obtain reports regarding long distance phone usage and invoice as required for various departments and outside colleges or other agencies.
• Prepare monthly and as needed reporting including debt type and status to the Student Account Services Manager, Executive Director of Economic and Workforce Development and others as requested as relates to non-student invoicing.

10% Prepare and distribute collection documents to students, staff, and outside parties with outstanding debt to the college. Build, maintain and submit collection agency spreadsheets for placement with the required information, including collection fee calculations on each account. Update database with the appropriate data, monitor and verify account hold status, bill and hold codes. Review collection agency reports for payments, accounts that have been cancelled and returned and accounts that are paid in full. For accounts paid in full, confirm collection charges are reflected in the database and have been paid. Update database and paper files. Request payment to the collection agency monthly or as required.

10% Establish payment arrangements with current and former students based on student eligibility and ability to pay prior debt. Agreements must comply with college/TBR policy but the goal is for the employee to establish a tailored agreement to the individual student's needs/abilities.

• Set up monthly payment agreements with a minimum payment, maintain bill codes to reflect student status, maintain and update logs and paper files and ensure account status remains compliant.
• Set up Promise to Pay contracts with eligible students. Update and add Promise to Pay holds in the database, maintain a log of students participating in the program, audit student accounts each semester to confirm registration and attendance for continued program eligibility. If the student is determined to no longer be eligible updated the Promise to Pay contract, database holds and take next actions regarding billing and collections.

5% Verify that all unpaid student accounts have a Student Account Services hold. Ensure student bill codes are accurate and update database as needed depending on the student status. Review the daily web check and credit card reports for accurate posting in Banner; request term updates as needed. Review the daily automated hold reports to verify database accounts have been updated correctly, update AR logs, student files, notify collection agencies where applicable, etc.

5% Coordinate and carry out duties related to:

• All returned checks and ACH payments according to TBR policies and TCA law.
• Bankruptcy claims in accordance with applicable laws and serve as liaison with the Attorney General's office.
• TN Strong Act program, responsible for ensuring processes are in accordance with current TCA and coordinating with the TN National Guard and college Veteran's Affairs staff on student issues.
• Records retention to include ensuring state law and TBR policy is followed in regards to accounts receivable document maintenance, scanning into document management system and maintaining paper files.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Job Requirements:

Associate degree and 1-year experience in cashiering, bookkeeping, data entry, or general office work with financial responsibilities;

OR

some college coursework (less than an associate's degree) in accounting, finance, or a related field plus 2 years relevant work experience;

OR

HS Diploma/GED equivalent and 3 years experience in cashiering, bookkeeping, data entry, or general office work with financial responsibilities.

Part-time work experience is calculated at 50% credit of full-time work experience.

Skills/Abilities:

• Generally accepted billing and collection procedures
• College, state, and federal policies and procedures
• Accounting principles and computer applications for accounting
• Proper reconciliation procedures
• Effectively communicate in written and oral form and knowledge of business English
• Exercise good judgement in evaluating situations and making decisions
• Establish and maintain an effective working relationship with internal and external constituents
• Bookkeeping or accounting theory and practice
• Able to engage in the College's mission and values.

Physical Demands: This is a desk job with minimal physical demands. It may include walking to other buildings, working with office equipment non-stop, phone, keyboard, and eye strain due to computer screen usage.

Hazards: As is standard of any public job, there is the exposure to airborne illnesses.

Full-time Employment Benefits:

• Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA
• Wellness Incentive Program, if enrolled in health plan
• Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program
• Employee Assistance Program
• Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b
• Employee Discount program with over 900+ companies
• 14 Paid Holidays/Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer

If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on Apply located below or Apply Now in the upper right-hand corner.

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