Student Account Representative/Technician 3
Colby College
Waterville, ME
Full-time
Education
Posted on March 31, 2024
As a member of the Student Financial Services team, the Student Account Representative maintains the department's service-oriented focus by providing clear and concise responses to inquiries from students, staff, academic departments, and external service providers on financial aid and student account matters.
The Student Accounts Representative is responsible for accounting for the posting of records, preparing of financial worksheets, billing of student accounts, assessing tuition, fees, account adjustments, receipting monies on student accounts, preparing and processing deposits, reconciling applicable accounts as part of and related to cashiering duties, processing of student bills as required, processing internal and external collections, processing 3rd party billings, processing scholarship billings, and all other clerical duties assigned by the assistant director of student accounts.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
This position interacts with students, parents, faculty and staff, and outside constituencies.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Lifting up to 30 lbs. may be necessary.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check).
The Student Accounts Representative is responsible for accounting for the posting of records, preparing of financial worksheets, billing of student accounts, assessing tuition, fees, account adjustments, receipting monies on student accounts, preparing and processing deposits, reconciling applicable accounts as part of and related to cashiering duties, processing of student bills as required, processing internal and external collections, processing 3rd party billings, processing scholarship billings, and all other clerical duties assigned by the assistant director of student accounts.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Perform all cashier duties including receipt of payments received by mail, both electronic and wire payments on a daily basis with quality customer service and professionalism. Maintain procedures.
- Reconcile accounts affected by student accounts payments daily.
- Ensure accurate processing of all outside scholarships received in both cashier systems and financial aid systems for proper 1098-T reporting.
- Monitor and respond to SFS emails as needed.
- Develop a full working knowledge of all facets of Colby's semester billing and financial aid procedures including familiarity with FAFSA, CSS Profile and federal tax documents.
- Verify aid documents received for aid applications.
- Assist with follow up on missing aid documents.
- Gain a general knowledge of Colby's many other student services to the extent quality, first-point-of-contact service can be provided, and have the ability to discern when and to whom additional expertise is required.
- Cultivate a broad understanding of College business policies and procedures.
- Process and email student account statements to students and parents for whom permission has been granted in accordance with monthly protocol and compliance with FERPA.
- Update myColby portal or other contact notation system with any and all relevant communications.
- Maintain knowledge of legal collection guidelines and student privacy act.
- Prepare and post student account adjustments for on-campus transactions to student accounts, including but not limited to approved meal plans adjustments, non-financial aid funding and late fee adjustments.
- Post scholarship transactions to student accounts, document details in both student myColby portal and PowerFAIDS.
- Assist with the administration of non-financial aid funding for approved, non-Colby opportunities and experiences by reviewing supporting documentation, preparing account journal including posting to the student account and appropriate cost center and ledger and uploading to document tracking system.
- Post financial aid awards in conjunction with assistant director of student accounts.
- Work closely with assistant director of student accounts to prepare for and test semester charges each billing cycle.
- Partner with Jan Plan Trip leaders and assistant director of student accounts to administer Jan Plan Trip charges and receipts/funding.
- Reconcile outside scholarship funds at the end of each month to ensure awards have been considering in aid awards.
- Receipt monthly collections payments and reconcile collections accounts.
- Provide back-up support to SFS team when needed.
- Prepare journal for student direct deposit refunds from student accounts.
- Perform additional duties as assigned.
- Responsible for providing high quality customer service in person, online and by phone.
- Coordinates communications with various Colby constituents and external governing bodies, and processes grants accordingly on behalf of our students.
- Uses professional judgment to solve and assist staff in solving financial aid problems and appropriately address customer concerns.
- Associate degree or higher preferred.
- 3-5 years of financial aid experience in financial aid.
- Experience in financial aid management systems.
- Exemplifies high level of customer services in answering all student and parent inquiries pertaining to a student's billing and financial aid experience.
- Experience in detailed oriented, front-facing customer service environment.
- Ability to troubleshoot and recommend solutions.
- Ability to meet deadlines and maintain a high level of accuracy, professionalism, and a customer service orientation.
- Knowledge of financial aid counseling, verification, rules, and regulations
- Experience with cashiering, reconciliations, account and remote deposits a plus.
- Ability to work individually or as a team in a dynamic organization.
- Good interpersonal communication skills.
- Ability to relate well with a diverse student population.
- Ability to use tact, diplomacy, and judgment in dealing with all customers.
This position interacts with students, parents, faculty and staff, and outside constituencies.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Lifting up to 30 lbs. may be necessary.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check).
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