Specialist I - Student Finance

Job Category
Regular Support Staff
FVTC Worksite
Appleton Main Campus
Hours Per Week
40

Note to internal applicants: Do not apply via this portal. Login to your Workday Account and Find Internal Career Opportunities through the Internal Portal.

Job Description Summary
Student Finance Specialists are responsible for managing student accounts, billing students, providing customer service, collecting on delinquent accounts, processing financial transactions, moving charges to sponsored contracts and invoices, and reconciling cash, revenue, and financial aid accounts. This position serves as backup to Student Finance Specialist II and processes refunds.

Work Schedule: Monday, Tuesday, Thursday, Friday; 8:00AM to 4:30PM; Wednesday; 8:00AM to 6:00PM (Rotate coverage of later hours).

Job Description
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position. Other duties may be required and assigned.

Sponsor Contracts/Sponsor billing

• Move student accounts to sponsor contracts, manage sponsor organizations (over 4500), invoice sponsors and various industry and government systems including the military.
• Adjust sponsor accounts for drops, reconcile sponsor accounts, and refund sponsors when required.
• Review past due invoices for sponsor contracts and reach out to resolve balances.
• Maintain sponsor information by reviewing and updating contact information in a timely matter.

Customer Service

• Serve as the primary point of contact for student and sponsor inquiries via phone, text message, email, and in-person.
• Assist students and sponsors in navigating payment options including electronic payments and payment plan options.
• Connect students with financial need to appropriate assistance and staff.
• Work with various college departments to resolve disputes, enrollment issues, or discrepancies.
• Explain to students and staff the WTCS and FVTC policies that impact the student account.
• Point students to appropriate appeal procedures when appropriate.

Compliance and Reporting

• Perform job in compliance with Family Education Rights and Privacy Act (FERPA).
• Stay informed about rules and regulations related to collections including bankruptcy and statute of limitations and handle accounts appropriately.
• Perform work in compliance with Department of Education regulations related to Financial Aid including ensure students receive financial aid related refunds timely and collect on accounts that have a return of Title IV funds.
• Perform work in compliance with WTCS Administrative guidelines and the FVTC Policy.
• Ensure transactions on student accounts are accurately reflected on the 1098T in compliance with applicable Internal Revenue Service guidelines.

Non-Essential Functions and Responsibilities
Student Account Billing

• Review accounts to ensure accuracy of charges and charge adjustments.
• Electronically bill students.
• Send electronic communications regarding bills and paper bills to past due students.

Financial Communication

• Update website and communication each term with due dates and other important student account dates.
• Provide up to date information for New Student Registration packets.

Reconciliation

• Review pertinent information from the daily bank activity, apply wire payments and ACH payments appropriately to student accounts including those from the Veteran's Administration daily.
• Process non-sufficient funds (ACH and paper checks) to ensure the cash accounting and accounts receivable is handled correctly.
• Manage the stale check process. Reaching out to students to cashed/reissues/void checks.

Minimum Qualifications
Education and/or Experience Requirements:

• Associate Degree in Accounting or related area required; AND
• Two years of related work experience required.

Licenses, Certifications, and Other Requirements:

• Intermediate skill in Microsoft Excel required.
• Flexibility in work schedule required.

In evaluating candidates for this position, Fox Valley Technical College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Work Environment

• Work will be completed in a hybrid environment, both in person and virtually.

Work environment may change based upon college needs.

Physical Requirements

• Sitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems.
• Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace.
• Lifting and Carrying: The role requires occasional/continuous lifting and carrying of light to moderate items (include weight estimate).
• Communication: Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means.

EOE/ADA Statement

Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management's right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Additional Information

Pay Rate: $21.88 - $25.74 per hour.


Pay is based on a multitude of factors, including experience, qualifications, education, relevant certifications, internal equity, and market data. Note: Internal applicants' wage will be based upon the applicable compensation guidelines.

At Fox Valley Technical College, we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness, transparency, and excellence. Our total rewards philosophy ensures equitable compensation and benefits, supporting a highly engaged workforce. Our comprehensive benefits package includes medical, dental, and vision insurance, along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid vacation, sick leave, holidays, bereavement leave, and recess periods. We offer life and disability insurance, with options for additional coverage. Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs. Professional development opportunities include training, certifications, and tuition reimbursement. Additional perks at the Appleton Main Campus include an onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, café, printing services, Trilogy Salon & Spa, and more.

Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution, providing equal opportunity to all persons, including members of underrepresented racial and ethnic backgrounds, females, veterans and individuals of all abilities.
For questions regarding the College's nondiscrimination policy, contact: Rayon Brown - View email address on click.appcast.io (Affirmative Action), View email address on click.appcast.io (sex-based discrimination or harassment), or Dan Squires - View email address on click.appcast.io (Disability related discrimination).