Student Accounts Assistant



ABOUT AIC
American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has 3700 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

ESSENTIAL FUNCTIONS
Responsible for Daily Cash Receipt Entry, Payment Plan Entry/Maintenance, and Reconciliation:
  • In-house payments by cash/check/credit card via in person, phone, mail
  • Download daily online payments and enter onto student accounts
  • Payment Plans: Download daily new payment plan accounts, enter down payments, create payment plans on student accounts, enter monthly payments, and review daily emails for changes to payment plans and make necessary adjustments on student accounts
  • Enter wire transfers, returned checks, and other miscellaneous cash entries as directed
  • Enter monthly QuickBooks payments from collection lawyers
  • Enter In-House (Bursar) payments on QuickBooks as received
  • Process payments from students for funds to be allocated to printing
  • Process work-study payroll payments allocated to the student account
  • Responsible for daily reconciliation and reporting processes

Miscellaneous Billing/Payments and Account Adjustments:
  • Learning Services invoicing and payment entry
  • QuickBooks miscellaneous entries
  • Education Department payment processing
  • Miscellaneous invoicing (MA commission for the Blind, VA, etc.) and payment entry
  • Process manual discounts for audited courses

Deposit Processing/Application Fees:
  • Create deposit subsidiary for each deposited student
  • Enter deposits received from Admissions
  • Online Deposits: Daily download, cash entry, and maintenance of online deposit tracking spreadsheet
  • Deposit Maintenance: Move to student account upon registration, forfeit upon withdrawal, move back to deposit account for deferrals
  • Tracking and processing of application fees sent to Student Accounts from Admissions

Outside Scholarships:
  • Maintain the outside scholarship spreadsheet
  • Process outside scholarship checks received
  • Maintain scanned images of all scholarships
  • Complete cash entries for cents received on scholarships
  • Complete scholarship invoicing as needed

Transcripts:
  • Process daily transcript checks
  • Review transcript requests and determine if transcript can be released or not

Responsible for Daily Cash Receipt Entry, Payment Plan Entry/Maintenance, and Reconciliation:
  • In-house payments by cash/check/credit card via in person, phone, mail
  • Download daily online payments and enter onto student accounts
  • Payment Plans: Download daily new payment plan accounts, enter down payments, create payment plans on student accounts, enter monthly payments, and review daily emails for changes to payment plans and make necessary adjustments on student accounts
  • Enter wire transfers, returned checks, and other miscellaneous cash entries as directed
  • Enter monthly QuickBooks payments from collection lawyers
  • Enter In-House (Bursar) payments on QuickBooks as received
  • Process payments from students for funds to be allocated to printing
  • Process work-study payroll payments allocated to the student account
  • Responsible for daily reconciliation and reporting processes

Employee Remission
  • Track receipt of forms
  • Send a copy of the student statement to financial aid for every form received
  • Payment in kind tracking and monthly reconciliations
  • Yearly notice to students in November/December

Student Account Maintenance:
  • Import miscellaneous transactions to the student accounts (supportive services, book vouchers, commuter meal plans, health services, parking decals, parking tickets, etc.) and complete miscellaneous account adjustments as requested.
  • Check daily job status queue for overnight jobs with errors or partial completion flags
  • Check at the end of each day for open journals and notify appropriate staff members
  • Download the daily student health insurance waivers and enrollments and update the appropriate tracking spreadsheets with the data (during the open enrollment for insurance which is typically mid-June to October and December to February)
  • Accurately analyze, reconcile and/or verify student account balances.

Miscellaneous Office Tasks:
  • Labels for student mailings
  • Emails to students with refunds (for in-house pick-up)
  • Matching refund checks to statements, place in envelopes, sort for in-house pick versus to be mailed
  • Assisting with monthly student statement mailings
  • Run reports as requested to assist in general office processing and as requested by Bursar or Director of Student Accounts
  • Assist with basic front desk duties during lunch periods and when other members out of the office
  • Data entry into the Student Information Systems
  • Daily mail collection and sorting. Follow procedures for processing returned mail.
  • Track and order office supplies.

Assist with Collection Accounts:
  • Open mail from collection attorneys, scan documents to QuickBooks, enter appropriate notes/comments
  • Under guidance of Bursar, Director of Student Accounts, Assistant Director of Student Accounts:
    • Complete appropriate QuickBooks entries for accounts returned to AIC by collection lawyers, settlement arrangements, miscellaneous adjustments
    • End holds on accounts as needed
    • Import/enter newly assigned collection/Bursar accounts into QuickBooks
    • Send copies of Financial Responsibility Agreements/Enrollments Agreements and account ledgers to collection attorneys as requested. Keep electronic copies on system and save scanned documents to QuickBooks

Other:
  • Responsible for maintaining all student information in compliance with all federal, state and institutional policies.
  • Assist with orientations, check-in and other college events that may require evening, weekend, and/or holiday hours.
  • Assist as an interpreter for our students and families
  • Write process manuals for assigned duties and assist with the maintenance of office training manuals.
  • Other duties as assigned

QUALIFICATIONS
  • Required Degree(s): High School Diploma/equivalent
  • Preferred Degree(s): Advanced degree or some college credit courses preferred.
  • Required Field of Expertise: Experience in a related field (i.e. collections/ data entry/ account processing/ general office duties).
  • Preferred Field of Expertise: Written and verbal fluency in English and Spanish required
  • Preferred Training/Cert: Some experience in a college environment and Microsoft training (Word and Excel)

Knowledge/Skills/Abilities
  • Accounts Receivable Skills: Cash, check and credit card handling, computer skills and proficient math calculation skills. Superior organizational skills.
  • Computer Skills: Advanced experience Microsoft Office software including Word and Excel. Familiarity with accounting software preferred. Ability to acquire new and enhanced skills as new technology is introduced and general keyboarding skills.
  • Reasoning Ability: Positive problem-solving ability and superior critical thinking skills.
  • Language Skills: ability to read, analyze and interpret general business polices, technical procedures, and government regulations. Ability to write procedure manuals. Ability to interpret instructions furnished in written or oral form.
  • Ability to work independently with minimal supervision to prioritize, implement, and manage multiple projects and due dates.
  • Experience working in account receivable management in higher education, knowledge and understanding of federal cash management regulations, FERPA regulations, and generally accepted accounting principles and practices.
  • Ability to fluently communicate in English and Spanish.

WORK SCHEDULE
The Student Accounts Assistant is a full time, non-exempt position not limited to 35 hours per week. Normal Office Hours are 8:30 a.m to 4:30 p.m., with hours of work flexible to the needs of the department. Occasional night and weekend work is required.

TO APPLY
Qualified applicants should save and submit a brief cover letter, current resume, and contact information for three professional references (one of which must be a current or prior supervisor) as one document. Upload the saved document into the online application.

AIC is an Equal Opportunity Employer.

PI101383859

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