Student Accounts Specialist

Student Accounts Specialist

Department: Student Services

Reports To: Assistant Vice President for Enrollment Services

FLSA Status: Salary

Employment Status: Full-Time

Union Position:OAPSE Union

Job Classification: FT Staff

Grant Funded Position: No

Approval Date: 4.28.26

Position Summary:

The Student Accounts Specialist is responsible for managing and maintaining all student billing and payment processes in a timely, accurate, and customer-service-oriented manner. This position plays a key role in tuition and fee assessment, payment plan management, invoicing, third-party billing, refund processing, and collections. The specialist ensures compliance with institutional policies and applicable federal and state regulations.

Essential Duties and Responsibilities:

• Calculate and assess tuition and mandatory fees for enrolled students in accordance with academic policies and schedules.
• Generate and distribute student billing statements; ensure accuracy and timely delivery.
• Assist students and families in setting up and managing payment plans, including explaining options and monitoring compliance.
• Monitor and follow up on past-due accounts; manage collection efforts in coordination with internal policies and external collection agencies as needed.
• Compile and submit the A/R Reconciliation monthly to be included in a report to the Board of Trustees.
• Process invoices for third-party sponsors and ensure payments are received and applied correctly.
• Oversee the timely and accurate processing of student refunds, including financial aid disbursements and credit balances.
• Perform cashiering functions, including receiving payments (in-person and online), issuing receipts, and reconciling daily transactions. Including taking funds to the Business Office at the end of the day.
• Complete weekly reconciliation with Financial Aid.
• Generate 1098-T forms annually as required.
• Complete billing for book returns and invoicing to High School partners for students in the College Credit Plus program.
• Provide customer service support to students, parents, and campus departments regarding account questions and financial obligations.
• Assist with the implementation and maintenance of student accounts systems and software. Including TouchNet and PayPal.
• Participate in audits and ensure documentation and procedures meet compliance standards.
• Support other Student Financial Services initiatives and assist with special projects as assigned.

Completes other duties as assigned.

Supervisory Responsibilities:

• N/A

Education and/or Experience:

• Associate’s degree required; Bachelor’s degree preferred.
• Two or more years of experience in students accounts, accounts receivable, or related financial services.
• Experience in the review, interpretation, and implementation of regulations and policy required.
• Experience with the Banner software preferred.

Other Skills, and Abilities:

• Demonstrated ability to multitask and manage in a dynamic, changing environment desired.
• Demonstrated ability to effectively communicate one-on-one, in small groups, and in classroom situations.
• Proficient in word-processing, spreadsheets, presentation software, internet, and e-mail.
• Demonstrated ability to work with a diverse group of students.
• Demonstrated ability to advise students.
• Demonstrated ability to work as a team player, and collaborate with colleagues.
• Effective verbal, written, and listening communication skills.
• Effective problem-solving skills.
• Must have computing skills for the ability to use various software applications and the Internet.
• Ability to interact with a variety of personnel across a broad spectrum of College departments.

Working Conditions and Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employeeis regularly required touse hands to finger, handle,or feel andreach withhands and arms. The employeefrequentlyis required tostand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employeeis occasionally required tosit and talk or hear.
• Reasonableaccommodationswill be made for individuals with disabilities.

Statement of Commitment

As part of Terra State Community College’s ongoing commitment in providing the highest quality education and training to our students, faculty, staff and community, the College will:

• Educate studentsby means offree, open, and rigorous intellectual inquiry to seek the truth.
• Equip students with an opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
• Notrequire, favor, disfavor, or prohibit speech or lawful assembly.
• Create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth, and tolerates the differences in opinion that naturally occur in a public higher education community.
• Treat all faculty, staff, and students as individuals, will hold them to equal standards, and provide them equality of opportunity,with regard tothose individuals’ race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression.