Student Accounts Generalist
Job Description
This position provides guidance and assistance to students and parents relating to accounts with the University. The position is responsible for reviewing student accounts, advising students about account actions needed, and applying information to accounts. In addition, this position is responsible for reviewing students’ accounts, financial aid, and ensuring refunds are issued to students, parents, and third parties in a timely manner. Furthermore, this position will act as back-up in the Cashier’s Office as needed.
Finally, this position will pursue collections of outstanding accounts receivable dollars from the existing client base, former students, and future student; including all other aspects of collections, resolving customer billing problems and reducing accounts receivable delinquency. In this role, work hours may be flexible (8 a.m. - 5 p.m./1 p.m. - 9 p.m., or as assigned by the Director), but not to exceed 40 hours per week. May require one Saturday per month in place of a weekday.
ESSENTIAL FUNCTIONS:
- Reviews and analyzes student accounts with students and/or parents.
- Reviews and evaluates credit balance reports, students’ accounts, financial aid, and payments to determine applicable refunds that must be issued to students, parents, or third parties.
- Coordinates payment plan enrollments; including processing, monitoring and collecting payments.
- Reviews credit and debit reports.
- Processes valid refunds for approval based on credit balance report.
- Updates addresses for issuance of third party refunds.
- Ensures refunds returned by BankMobile as a “timeout” are reviewed and reissued to student, parent, or third party.
- Assists with registration and any other event that requires representation from Student Accounts Services.
- Approves and clears students’ accounts for registration, housing, and graduation after financial obligations have been satisfied.
- Notes students’ accounts of all conversations and activities.
- Calls and sends written communications to students and parents as needed.
- Communicates frequently with other departments to ensure payments, financial aid, charges, and/or credits are accurate and/or valid.
- Communicates with Student Accounts’ staff and the Office of Financial Aid when adjustments are required to the student’s financial aid awards.
- Prepares adjustments to charge or credit students’ accounts.
- Prepares and submits statements/invoices for payment from agencies listed as Third Party billings on students’ accounts.
- Prepares billing statements when requested by students and/or parents.
- Will also perform receipting, depositing, recording, and reporting of all monetary transactions for the University as prescribed by the Cashier’s Office, and on an as needed basis as determined by the Director and Head Cashier.
- Contacts individuals with delinquent accounts through telephone calls, letters and email, and working with individuals to bring accounts to a current status.
- Enters, removes, and maintains business office hold, payment plan code, collection code, or clearance codes on the students’ accounts.
- Responsible for reversing write-offs when payments are received on accounts that were sent to a collection agency.
- Communicates with collection agencies, including reviewing disputes, payments, address updates and any other information submitted by the agencies.
- Generates reports on delinquent payments, accounts sent to collections, and students enrolled in a payment plan to discuss with Director and staff.
- Ensures that collection efforts comply with federal and state regulations including collection laws, FERPA, FDCPA and FCRA as well as Bethune-Cookman University’s policies and procedures.
- Maintains parent and credit balance authorization forms and any other required forms.
- Assists with mass mailings to students as needed.
- Required to perform all other duties as assigned by the Director.
EDUCATION and EXPERIENCE:
- Minimum requirement of Associate’s degree in Accounting, Finance, or a closely related field.
- 1-3 years of related experience preferred.
- Analytical skills with in depth knowledge of information systems and technical expertise with Microsoft Office (Word and Excel), and Internet end-user applications.
- Customer service and motivational experience are essential, as well as strong verbal and written communication skills.
REQUIREMENTS:
- Attentive to the needs of customers. Responds quickly and competently to customer requests, both in person and over the phone. Places primary importance on delivering superior customer service.
- Maintains a painstaking attention to detail, completing multiple or repetitive tasks. Demonstrates a serious commitment to accuracy and quality while meeting goals or deadlines.
- Strong written and verbal communication skills.
- Self-motivated team player who will require minimal supervision.
- Analytical skills with in depth knowledge of information systems and technical expertise with Microsoft Office (Word and Excel), and Internet end-user applications.
- Brings energy, enthusiasm, and a positive attitude to the job.
- Strong work ethic. Uses time productively to accomplish work goals.
- Demonstrates professionalism at all times.
ENVIRONMENTAL/PHYSICAL CONDITIONS:
- Working environment is a normal business office setting.
- Demands normal manual dexterity and visual and auditory acuity.
- Must be mobile throughout the campus.
- Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, or carrying of light items.
- Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
- Occasional evening and weekend work is required.
The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.
The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university.
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