Student Accounts Representative II Part-Time

Job Details

Schedule Information:  Regular schedule M-Th 11:00-4:30pm F 11:00pm-4:30pm

Evenings required 4 weeks out of the year around the start of the fall and spring semesters M-Th until 7pm 

One Saturday before fall and spring classes year 8:45am-12:15pm

Hours Per Week:  Regulars schedule 27.5 hrs per week; additional hours as assigned during peak periods

Benefits: Prorated Sick & Vacation; Holiday Pay; and 2 Harper Tuition Waivers per semester

Work Conditions: Work is primarily indoor in nature.  Fast paced, team oriented office.  Some overtime required during peak periods. Evening / Saturday coverage as assigned.   

Duties of Position: Responsible for the receipt and refunding of cash, checks, and credit card charges; report preparation; communications; document retention. 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.

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. 

Manually adjust student payment plan balances as requested upon receiving tuition reductions, payments or modified registration.

Evaluates daily system reports of student registrations to identify students that need email communications regarding their course removal; and place holds on students that have been dropped multiple times.

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.  Contacts students regarding balances or to complete other requirements.

Manages a portfolio of special student populations for modified tuition and fees or assigning waivers.

Manages veteran student benefit billing which includes coding, evaluation benefit disbursement for accuracy, contacting students for collection of uncovered tuition and fee charges.  Is a backup certifying veteran official.  Completes veteran billing per federal and state requirements.  Tracks and balances incoming Chapter 33 payments and notifies the Office of Student Financial Assistance for disbursement.  Is knowledgeable of requirements to receive veteran benefits. 

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.

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. 

Assists with creating lists of returned and uncashed refund checks process per federal financial aid guidelines. 

Add and releases Business Office holds.

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

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. 

Assist with ongoing testing of the student system for all upgrades (minimum three a year).  Assist with testing two to four upgrades a year to the online payment options.    

Assist with the student collections process including reviewing past due reports.

Manages the Business Office documentation disposal process.

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: March 30, 2022.

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.


Founded in 1965, William Rainey Harper College is a dynamic comprehensive community college situated on a 200-acre campus in Chicago’s northwest suburbs. The College is committed to diversity, and encourages the development of multicultural perspectives.

harper_college1.gifAnnually, the College serves approximately 25,000 students from 23 communities. Providing both transfer and career programs, Harper offers degrees and a wide range of credit, continuing education and corporate training for students of all ages and interests. In order to provide accessible higher education to all, we offer a flexible schedule of daytime, nighttime and weekend classes at our main campus and at several other sites conveniently located throughout our service area.

Harper College is fully accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools, and has received the coveted Bond Rating of Aaa from Moody’s Investor Service. We are committed to our Institutional Core Values of Integrity, Respect, Excellence and Collaboration.

Our Vision:

William Rainey Harper College is committed to academic integrity and excellence. The College is a leader in teaching and learning, transforming lives by responding to the needs of the individual and the community.

harper_college2.jpgBenefits offered to employees include tuition reimbursement/professional expense, health/life/dental/disability insurance, participation in the State University Retirement System (SURS) and tax deferred annuity plans as well as fourteen paid holidays. Harper also offers some on-site childcare, a summer camp for children, and much more.

Harper College is an Equal Opportunity, Affirmative Action Employer that encourages applications from women, minority group members and persons with disabilities.

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