"Acct Tech - Payments & Cashier Spec"

Bemidji State University (BSU) invites qualified applicants to join our team as the Payments Cashier Specialist. The Payments Cashier Specialist manages over-the-counter cashiering services for students, faculty, staff, and other clientele at Bemidji State University (BSU), while providing administrative, financial, and technical support within the Accounts Receivable (A/R) Department. This role is responsible for accurate and timely financial transactions, quality customer service, and compliance with institutional and state policies.

Responsibilities include:

• Accounts Receivable Processing and Reconciliation: Managing all aspects of accounts receivable payments, including processing and applying student and non-student payments received by cash, check, credit card, ACH, or wire transfer. Recording payments in the Integrated Statewide Record System (ISRS) and Workday with accuracy and timeliness, then auditing for problems or errors. Reconciling daily deposits, verifying and balancing the cash drawer, and ensuring all payment activity aligns with University and Minnesota State policies. This includes analyzing errors, recommending solutions for discrepancies, resolving discrepancies, auditing transactions, and coordinating with Business Services to prepare and maintain accurate financial records. Assisting with student insurance billing, including reconciliation through analysis resolution of inaccurate charges, and supporting billing setup for study abroad programs. (Percent of Time: 30%)
• Student Account Advising and Customer Service: Serving as a key resource for students, parents, and campus staff, providing clear and courteous assistance regarding billing, refunds, payment plans, holds, financial aid disbursements, and general account activity. Responding to inquiries that often require explanation of complex policies and procedures, while maintaining strict confidentiality in accordance with FERPA. Including resolving billing errors, identifying solutions for unique account issues, and providing technical advice and guidance to students to support their academic and financial success. (Percent of Time: 25%)
• Cashiering Operations and Departmental Support: Explaining and enforcing cash-handling policies, assisting with third-party billing entry, assisting in financial aid refund processing, and assisting in the coordination of collections for delinquent student and non-student accounts. Complying and maintaining an electronic calendar and procedural documentation for cashiering activities and working collaboratively with departments to promote operational efficiency. Designing work procedures for cash handling and leading those backing up. Explaining and interpreting policies and procedures daily to provide guidance to students, parents and staff. (Percent of Time: 20%)
• PCI Compliance and Credit Card Administration: Coordinating the annual Payment Card Industry (PCI) compliance and cash-handling audit process for all departments that manage University funds. Including setting up USBank web payment accounts and credit card terminals, processing credit card refunds, and resolving technical or transactional issues with departments or processors. Preparing and submitting audit documentation, troubleshooting cash-handling concerns, and ensuring departments remain compliant with Minnesota State PCI policies and procedures thorough written and verbal communication. (Percent of Time: 10%)
• Records Management and Process Improvement: Records retention efforts in alignment with the University’s records management schedule. Preparing records for storage or disposal, submitting retrieval and disposition forms, and maintaining compliance documentation. Designing, maintaining, and updating standard operating procedures for the cashiering area and recommending improvements to streamline operations. Additionally, this role supports inquiries related to 1098T tax forms and general Business Office processes while promoting excellent customer service and positive relations with students and staff. (Percent of Time: 5%)
• Student Payroll and Departmental Support: Providing backup support with student payroll functions, including entering job authorizations, verifying documentation, and responding to general student employment inquiries through knowledge of policies and procedures. (Percent of Time: 5%)
• Performing other duties as assigned: Performing other duties as assigned to support the effective operation of the Accounts Receivable (A/R) department and maintaining accuracy, compliance, and efficiency in all related processes. Assisting team members during startup periods, resolving discrepancies, supporting audit activities, and recommending process improvements to streamline workflows. (Percent of Time: 5%)