Student Account Services Specialist (Accounts Receivable) - TNBR Careers

The overall purpose of this job is responsible for oversight of financial information and accounting records and ensuring all are accurate and up-to-date. Determine, enter and review financial figures on accounts, invoices and account statements. ...

Title: Student Account Services Specialist (Accounts Receivable)

Department: Student Account Services

Number of Positions: 1

Classification: 3/On campus

Position #: 600930

Type of Appointment: Full-Time

FLSA Status: Non-Exempt

Pay Rate: $32,320 - $39,400.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.

Reference check requirements: Non-supervisory roles: three (3) current or former supervisors

Personal references (friends, clergy, customers, relatives) are not considered acceptable references

Position Summary: The overall purpose of this job is responsible for oversight of financial information and accounting records and ensuring all are accurate and up-to-date. Determine, enter and review financial figures on accounts, invoices and account statements. Coordinate the accurate and timely invoicing and collection of all funds due to the college. This position is responsible for the billing and collection of funds from students, nonstudents and third-party sponsors, in an efficient and customer service orientated approach that is compliant with all federal, state, Tennessee Board of Regents and institutional policies and procedures.

Essential Functions:

20% Responsible for coordination and preparation of the quarterly audit of college receivables. Reconcile reports to the student system (ERP), verifying data is correct and taking appropriate steps for the resolution of any discrepancies. Update audit document continually to accurately reflect current receivable statuses. Annually pull the files for accounts deemed uncollectible and audit each file to verify all necessary steps and paperwork have been completed before the debts are written off.

20% Create and maintain all third-party student contracts and determine the charges to be paid by each. Prepare and distribute bills to students, staff, and third-party accounts as assigned.  Verify bookstore charges are accurate and allowable, reconcile with the bookstore, and request payment to the bookstore.  Work with counselors from various third-party agencies following their guidelines to ensure contracts are processed accurately by verifying that the students are registered in the approved courses and have the needed materials in compliance with their individual contracts.  Monitor all third-party student’s confirmation status working with the students, third party sponsors and college staff to ensure they are held through the expunge process if needed.

15% Student Invoicing:

• Work with college departments to update student accounts with the appropriate charges or credits for traffic tickets, library fines, telecourse fines, student emergency loans, etc. Update databases and department contacts as needed.
• At the end of each term, review account balances for students on the 14th day foundation scholarship list to post needed scholarship payments on accounts and evaluate for next billing/collection steps.
• Run Banner database jobs to identify and update student accounts for monthly billing processes and to age student accounts. Review printed bills for accuracy and to extract any exceptions accounts.

15% Non-Student Invoicing:

• Review college contracts with higher education institutions for billing requirements. Determine appropriate rates and coordinate with contacts at multiple colleges to confirm facility usage before creating invoices. Monitor invoices for payment and send statements and notices as required by college and TBR policy and state law.
• Create all bills for the Workforce and Community Development department for workforce training. Coordinate with WCD staff regarding contracts, dates of training and to determine amounts to be billed for contracted companies and their employee classes.
• Determine amounts and invoice multiple outside agencies/colleges for lease, security, classroom, office space and/or printing. Utilize reports, contracts and collaboration with departments across campus to generate invoices and monitor for payment, send statements and notices as required by college and TBR policy and state law.
• Work with Accounts Payable office and college employees to bill for employee travel reimbursements in accordance with TBR guidelines.
• Collaborate with payroll and college employees to bill for dual service employees by interpreting the contract and verifying amounts and accounting information with the payroll office.
• Collaborate with helpdesk staff to obtain reports regarding long distance phone usage and invoice as required for various departments and outside colleges or other agencies.
• Prepare monthly and as needed reporting including debt type and status to the Student Account Services Manager, Executive Director of Economic and Workforce Development and others as requested as relates to non-student invoicing.

10% Prepare and distribute collection documents to students, staff, and outside parties with outstanding debt to the college. Build, maintain and submit collection agency spreadsheets for placement with the required information, including collection fee calculations on each account.  Update database with the appropriate data, monitor and verify account hold status, bill and hold codes.  Review collection agency reports for payments, accounts that have been cancelled and returned and accounts that are paid in full. For accounts paid in full, confirm collection charges are reflected in the database and have been paid.  Update database and paper files. Request payment to the collection agency monthly or as required.

10%Establish payment arrangements with current and former students based on student eligibility and ability to pay prior debt. Agreements must comply with college/TBR policy but the goal is for the employee to establish a tailored agreement to the individual student’s needs/abilities.

• Set up monthly payment agreements with a minimum payment, maintain bill codes to reflect student status, maintain and update logs and paper files and ensure account status remains compliant.
• Set up Promise to Pay contracts with eligible students. Update and add Promise to Pay holds in the database, maintain a log of students participating in the program, audit student accounts each semester to confirm registration and attendance for continued program eligibility. If the student is determined to no longer be eligible updated the Promise to Pay contract, database holds and take next actions regarding billing and collections.

5% Verify that all unpaid student accounts have a Student Account Services hold. Ensure student bill codes are accurate and update database as needed depending on the student status. Review the daily web check and credit card reports for accurate posting in Banner; request term updates as needed. Review the daily automated hold reports to verify database accounts have been updated correctly, update AR logs, student files, notify collection agencies where applicable, etc.

5% Coordinate and carry out duties related to:

• All returned checks and ACH payments according to TBR policies and TCA law.
• Bankruptcy claims in accordance with applicable laws and serve as liaison with the Attorney General’s office.
• TN Strong Act program, responsible for ensuring processes are in accordance with current TCA and coordinating with the TN National Guard and college Veteran’s Affairs staff on student issues.
• Records retention to include ensuring state law and TBR policy is followed in regards to accounts receivable document maintenance, scanning into document management system and maintaining paper files.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Results Areas: Coordinate with other Specialist and Supervisor to ensure the Accounts Receivable function of the college complies with federal, state, TBR and institutional laws and policies. The results expected from performing this job well are a reduction in all college receivables by billing in a timely manner, making follow up collection calls, sending collection notices, setting up payment agreements, working with collection agencies, and performing regular audits of the receivables due the college.  This position is responsible for the invoicing of around 5000 delinquent student accounts per year and over 1000 student accounts per year to third party payers This position is responsible for quarterly auditing of 2000 delinquent student accounts. This position is responsible for the timely processing of delinquent accounts to outside agencies if not collected within parameters outlined by TBR policy, accounts receivable places around 300 plus accounts per year to outside collection agencies.

Coordinate with supervisor to assist with developing and updating processes to stay current with changing federal, state and TBR laws and policies regarding receivables, billing and collections. Implementing new initiatives and directives from these agencies to ensure compliance and best practices are being followed.

Coordinate with supervisor to assist with developing processes and onboarding new third-party sponsors to include set up in college’s Banner system, the sponsors online billing portal, if applicable, and following unique billing requirements if needed.

Job Requirements: This job requires a high school diploma with three years accounts receivable/payable experience and/or Associates degree in a business-related field with one-year related experience.

The position requires a working knowledge of accounts receivable, office administration, general bookkeeping, and proficiency in relevant computer software.  With this knowledge, the specifics can be learned on the job. 

Part-time work experience is calculated at 50% credit of full-time work experience.

Skills/Abilities:

• Generally accepted billing and collection procedures
• College, state, and federal policies and procedures
• Accounting principles and computer applications for accounting
• Proper reconciliation procedures
• Effectively communicate in written and oral form and knowledge of business English
• Exercise good judgement in evaluating situations and making decisions
• Establish and maintain an effective working relationship with internal and external constituents
• Bookkeeping or accounting theory and practice
• Able to engage in the College’s mission and values.

Complexity & Creativity: 

Due to the complexity of the college billing processes and requirements multiple resources must be synchronously utilized including application of multiple software applications, individual student account analysis and determining the needed parameters to ensure proper populations are identified and either included or excluded in the monthly billing processes.

Analytical and technical thinking are critical to this position. Technical knowledge of the ERP system and third-party software and specific Microsoft skills are required.  Work processes change with evolving college initiatives. Effectively leveraging available technology and other resources to maximize accounts receivable initiatives and update processes for accuracy and efficiency is critical. 

Responsible for the daily operations of the accounts receivable area and the ability to help establish departmental goals and objectives.

Accurate analysis of student accounts will depend on extensive knowledge of TBR and college policies, procedures, operations, and the ability to accurately judge each individual situation using this knowledge. Each student situation can be unique and complex and this position needs to be able to help students understand what and why they owe. Must be able to communicate what their options are for payment in order for the student to return to school, receive their transcript/diploma and keep their account from being reported to a credit agency. These conversations can be confusing and upsetting for students and often the students are unable to return to school until the issues are resolved. It is important to be able to communicate clearly and calmly with the students. Good communication and problem solving in these situations can make a huge impact on the timing of the student’s return to college.

Magnitude of Impact: The impact of some transaction level actions could be immediate but the impact of many actions would be long-term. Misinterpretation of a regulation would likely be susceptible to audit findings; most processes are designed to catch common errors by requiring independent calculations and analysis to verify conformity with existing policies and procedures.

This position requires a clear understanding and knowledge of college operations and procedures, Tennessee Board of Regents policies governing Accounts Receivable and state law in order to maintain bankruptcy and collection files. Decisions made while working with students regarding their account balance can impact the students remaining in school and completing a degree/certificate. This position requires excellent customer service while also balancing the policies and procedures that must be maintained. Mistakes would be noticed and rectified by the Student Account Services Manager.  If a problem were to result in an audit finding, then the Vice President of Administrative Affairs and/or the President of the college would be involved.   Failure to properly invoice non-student accounts should be noticed by the Executive Director of Workforce and Community Development, Student Account Services Manager, Director, Fiscal Operations, Assistant Vice President of Administrative Affairs, or the Vice President of Administrative Affairs.

Responsibility for Accuracy: Most standard accounts receivable processes are designed to catch clerical errors by requiring independent calculations and reconciliations that are performed monthly or on a routine basis.  Most errors are caught in a very timely manner due to the daily review of Banner reports, account analysis and review of reconciliations and audit by staff.  If such errors were not detected, the result could be a loss of funds for the college, failure to follow the Tennessee Board of Regents and PSCC policies and procedures and eroding the reputation of the institution and the department.  Failure to follow bankruptcy and collection laws could make the college susceptible to legal action and cause negative publicity.

Financial Impact: Properly meeting job requirements ensures accuracy in financial reporting which supports the college remaining solvent and able to pay its debts. Inadequate job performance or inattentiveness could lead to an increase in accounts receivable for the college and a loss of uncollected funds.

Budgetary: This position can initiate ordering needed supplies or services and submit requisition request to the Student Account Services Supervisor.  This position does not have signing authority over office budget.

Judgement and Decisions: Training new staff and temporary positions on accounts receivable processes and procedures. This position is responsible for ensuring college policy and office procedures are followed. Interacting with internal and external constituents in a professional manner, with accuracy and efficiency, in person, on the phone, via email and on paper.  Prioritizing work duties in order to meet departmental and external deadlines.

Nature of Contacts:

This position interacts with both internal and external stakeholders representing the college regarding accounts receivable functions.

Providing and receiving information, discussing and seeking understanding of student account issues and resolving conflicts over student accounts and balances requires this position to work with almost every department in the college as well as outside agencies. This position requires the ability to explain and interpret fiscal related policies and general financial account status to students, non-students and other parties with monetary obligations to the college.

Daily contact with students and/or their third-party case workers concerning their financial obligations and new third-party provider set-up, payment arrangement options to address prior debt and veteran students regarding deferments. 

Employee’s duties require collaboration with multiple departments such as campus police, financial aid, veteran’s affairs office, enrollment services, library, media center, business and community services and the student accounts office in order to provide accurate understanding of accounts, billing status and college/TBR policies.

Employee also collaborates and works with outside agencies to establish billing arrangements and to collect debts owed to the college.

Employee will need to establish a working relationship with contracted collection agencies in order to submit accounts, resolving disputes, monitor status and activity and ensure compliance with all applicable policies and laws.

Work with state Attorney General’s office on bankruptcy accounts to ensure account status is accurate and stays up-to-date.  

Physical Demands: This is a desk job with minimal physical demands.  It may include walking to other buildings, working with office equipment non-stop, phone, keyboard, and eye strain due to computer screen usage.

Full-time Employment Benefits:

 • Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, if  enrolled in health plan

 • Educational Assistance Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program

 • Employee Assistance Program

• Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match/457/403b

• Employee Discount program with over 900+companies

• 13 Paid Holidays/Year Includes paid days off the last week of December

• Sick Leave Bank

 • Longevity Pay

• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer

If you have any problems or questions please contact Human Resources at Pellissippi State Community College’s Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on the link to the left to apply.

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