Student Account Manager

  • Scripps College
  • Scripps College, North Columbia Avenue, Claremont, CA, United States
  • Oct 17, 2017
Full time Accounting Education

Job Description

PRIMARY PURPOSE/GENERAL DESCRIPTION: 

The Student Account Manager is responsible for all Student Account functions.  Working independently, performs a broad range of administrative duties.  Responsible for accurate data entry and update information for student accounts, including billing, cash receipts and monthly transactions.  Counsel student and parents regarding payment of their student account.  Work is performed without close review and involves knowledge of the organization, policies and procedures.  Exercises frequent independent judgment in making moderate administrative decisions.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

  • Responsible for accurate data entry of all charges and credits to the student account.
  • May supervise student workers.
  • Maintains accurate information in Cashnet.
  • Transmits student bills from Jenzebar CX to Cashnet monthly.
  • Downloads daily payments from Wells Fargo account on to the student’s account in CX.
  • FTP the student account transactions feed to Workday on a monthly basis.
  • Responds independently to students and parents to resolve billing issues concerning their student accounts.  Discerns when to turn over higher-level concerns to the supervisor.
  • Interacts with other campus offices (Financial Aid, Registrar and Dean of Students, etc.) regarding changes affecting individual student accounts.
  • Work on upcoming implementation of Student Information System, and acts as Subject Matter Expert for student systems throughout their lifecycle.
  • Closes out and balances Student Accounts at year-end.
  • Creates the bad debt write-off report for the Treasurer’s approval and signature.
  • Prepares refunds at year-end for all the graduating seniors.
  • Clears delinquent seniors for graduation so that the Registrar can release their diplomas and transcripts.
  • Sends out delinquency letters each month to students and families that are past due on their student accounts.
  • Maintains and constantly updates the financial hold field in CX that will put a hold on all transcripts and academic records.
  • Assigns delinquent accounts to outside collection agencies with the approval of the Treasurer.
  • Pays other Claremont institutions for charges incurred by Scripps Students, for example, Honnold Library, Baxter Medical, and other Claremont Colleges.
  • Attends meetings and workshops for information that would be beneficial in learning more about the CX database and student account procedures.
  • Meets with the other Claremont Student Account Manager (Tiger Team) several times a year to compare systems, procedures and address problems.
  • Prepares the first year payment information forms for the office summer mailing.
  • Sets up new students on the payment plan in CX and make changes for the returning students.
  • Maintains and controls confidential files and records
  • Works closely with the Financial Aid Office to help students who are having trouble paying and may need added assistance.
  • Creates and updates new information in the CX system for each academic year.
  • Member of the Student Services (SASIT) committee that meets and makes recommendations on policy and procedure.
  • Prepares reports to assist in projecting the budget.
  • Maintains the current student account information for the website when it is up and running.
  • Prepare 1098T’s for yearend tax purposes.
  • Performs other essential duties that are tasks specific to the position and other duties as assigned.
  • Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:  

Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

  • Excellent data entry skills, prefer experience in CX mainframe or similar, as well as Workday Financials.
  • Ability to use Excel and MS Word proficiently a must.
  • Excellent knowledge of accounting principles and proficiency with mathematical calculations.
  • Read, write legibly & follow written and oral instructions; compose correspondence with correct grammar, punctuation and spelling.
  • Ability to interact well (pleasant and efficient) with a diverse student, parent, faculty & staff community in person and by telephone.
  • Excellent organization skills.
  • Excellent independent judgment.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Graduation from high school with extensive courses beyond high school equivalent two years of college or business school; or any combination of education, training or experience that provides the required knowledge, skills and ability.  Bachelor’s degree required in Accounting/Finance or related field.

Four to five years of related experience required in positions of increasing responsibility preferably in the student services area of a college or university.  Excellent knowledge of accounts receivables and bookkeeping or related experience.  See list of skills and abilities required. 

 

LICENSES / CERTIFICATES

 

None.

 

OTHER:

Bi-lingual in Spanish desirable but not required. 

This position reports to the Assistant Vice President for Business Affairs/Assistant Treasurer.

HOURS & CLASSIFICATION AND STATUS:

This is a regular, full-time, 12 month, Exempt position.  Benefits eligible.

The regular hours for this position are 8:00 a.m. to 5:00 p.m.    Hours may vary due to needs of the College or the department.        

SUPERVISORY RESPONSIBILITY

None.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 

Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.

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