Part Time Student Account Representative II

Apply now Job no: 493031
Work type: Part time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $17.11-$18.50
Division: Finance & Administrative Services
Department: Accounting Services

Schedule InformationRegular Schedule M-TH 12:00pm-5:15pm; F 11:30am-4:30pm

Extended Hours Week Before and 1st Week of the Fall & Spring Semester M-TH 11:00pm-7:15pm F 10:00am-4:30pm and Saturday the week before Fall & Spring Semester 8:45am-12:15pm

Hours Per Week26 hours per week during Regular Schedule.  Additional hours during peak periods.

BenefitsPro-rated vacation and sick days.  Two tuition waivers each semester.

Work ConditionsWork is primarily indoor in nature.  Fast paced, team oriented office.  Some overtime required during peak periods. Evening hour coverage as assigned.   

General Function:

Responsible for the receipt and refunding of cash, checks, and credit card charges; report preparation; communications; collections; document retention; and technical services related to collections, payment products and student systems. Provides assistance to students in reference to their financial accounts. Coordinates with college departments and outside agencies specializing in the areas of 3rd party billing, invoicing, veteran services and other tuition reductions. Coordinates activities of third party vendors; including payment plans, online payment systems, and collection agencies.

Duties of Position:  

Performs daily student account maintenance including coding special populations of students for 3rd party payment, applying protective registration holds, adjusting student debits and credits, and other student account maintenance duties as required.

Provides customer support to students, College departments, outside vendors, and other interested parties. Duties include telephone support, communicating account status information through mail, e-mail, and telephone, and maintaining positive working relationships with all Business Office contacts.

Processes various financial transactions including accepting payments, processing miscellaneous receipts from College departments, daily safe balancing and balancing Student Account Representative I cash drawers.  Responsible for closing of the Business Office at the end of the day. 

Responsible for ongoing testing of the student system for all upgrades (minimum three a year); coordinates departmental representatives for set up and testing.  Responsible for testing two to four upgrades a year to the online payment options.  Will lead the department in the training, set up and testing of system conversions. Will lead other student service department representatives in testing of system upgrades related to registration and payment.   

Responsible for managing the payment plan offerings; including, the marketing of the payment plan options, coordinating with the vendor regarding the set-up of the various offerings, and updating information, adjusting amounts and evaluating student payment plans for accuracy so the students’ withdrawals are correct.  Collaborates with the Accounting Department regarding the accuracy of payment plan entries into the student account and the chargeback of payments. 

Create and maintain online payment options for departments across campus requesting to process payments for departmental activities. 

Evaluates multiple times a day system reports of student registrations to identify certain populations of students that need email communications regarding their impending course removal; and students that need to make payment arrangements if their accounts has been adjusted. 

Manages a portfolio of federal, state and corporate partnerships for student tuition and fee sponsorship. Includes coding student accounts, invoicing 3rd parties, follow-up, collections and timely adjustments to student accounts.  Performs problem resolution with third party sponsors. 

Assists the Lead Student Account Representative with student refunds including verifying check and credit card refund amounts, contacting financial aid regarding adjusting student awards, and providing refunds in a timely manner.  Completes the entire refund process in the Lead Student Account Representatives absence.

Responsible for the student collections process including preparing and reviewing past due reports, communicating with students regarding payment, reviewing collection agency reports and results, and keeping detailed records on collections received and those still outstanding.

Manages the Local Debt Recovery Program with the State of Illinois.

Adheres to the Family Educational and Privacy Act (FERPA) while managing sensitive confidential information to diagnose and analyze the various facets of each student’s financial situation.

Tracks incoming mail and assigns it to other staff members for processing.

Collaborates with International Studies & Programs Department to provide payment options for various study abroad opportunities, tracks and releases funding to student accounts, reconciles multiple general ledger accounts, and reviews requests for payments to vendors.

Takes ownership of student complaints and problems, including communicating with other College departments to resolve student issues.  Applies excellent oral, written and interpersonal communication skills to deliver positive and negative messages.  Uses conflict management to handle adverse situations. 

Manages the returned and uncashed refund checks process per federal financial aid guidelines. 

Reviews and coordinates with the Registrar’s Office for the manual cancellations of student enrollments for non-payment.

Add and releases Business Office holds.

Responsible for the development of written training materials, instructions, procedures and other communications.

Collaborates with the college IT Department to update the payment and refund related content on the student portal.

Manages the payment & refund related content on the external college web site which includes regular evaluation and the actual updating of the web pages.

Works with the Accounting Department to record invoices and any general ledger adjustments properly and to balance receivables.

Provides coverage at the service window during Student Account Representative I’s breaks, absence or during peak times.

Represents the Business Office in meetings, committees or at student outreach/recruitment events as required.

Prepares spreadsheets and generates Cognos and Ellucian Banner reports as required

Assist in validating the IRS Form 1098-T information.  Responsible for the tracking of W9 and other social security number change requests as well as updating the IRS Form 1098-T with any changes after transmittal to the printer. 

Performs related duties as assigned.

Educational Requirements:  

Associates degree or two years of college coursework preferred.

Experience Requirements:  

Two years in a high volume accounts receivable department with proven customer service skills. Proficient data entry skills required. Cashiering experience desired. Knowledge of Microsoft Office Suite required. Experience with Oracle financials, Banner Student Information System, and NelNet payment products preferred.  Excellent problem/conflict resolution and customer service skills needed.  Advanced knowledge of state and federal laws and regulations regarding student financial aid required.  Experience in veteran tuition benefits helpful.

Application Review Date:  Applications are accepted until the position is filled though priority will be given to applications received on or before: September 21, 2017

Required Documents***A resume and cover letter are required to complete the application process***

* Official transcripts required upon hire 
* Employment is contingent upon Criminal Background Check.

* Employment sponsorship is not available.

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