Student Accounts Associate
Job Summary:
This position provides accountability and responsibility for student financial understanding by explaining tuition, fees, payments, and related charges applied to individual student accounts. This role independently processes and reconciles student, departmental, and third-party transactions to ensure accuracy, compliance, and audit readiness across multiple campuses. Serving as a primary point of contact within the Business Office, the Student Accounts Associate communicates financial information clearly, resolves account discrepancies, and supports consistent, reliable student account operations.
Job Duties:
- Student Financial Understanding and Point of Contact- Provides accountability and responsibility for student financial understanding by explaining tuition, fees, payments, refunds, and balances on individual student accounts. Serves as a primary point of contact for account-related inquiries. Answers in-bound phone calls for the department, responds to student email, and assists students in-person with account questions regarding fees, payments, and policy. Must maintain a positive supportive attitude toward students.
- Independent Processing and Reconciliation- Independently processes, verifies, and reconciles student, departmental, and third-party transactions across payment methods and campuses; researches and resolves discrepancies.
- Third Party Funds and Compliance-Tracks the receipt, application, and return of third-party scholarships and sponsorships in accordance with payer instructions and institutional policy; interprets documentation, resolves exceptions, and maintains audit ready records.
- Daily Deposits and Variance Resolution- Prepares, balances, and documents daily deposits; investigates and resolves variances prior to submission, following established internal controls. Responsible for balancing deposits across multiple campuses and departments. Answers in-bound phone calls for the department, responds to student email, and assists students in-person with account questions regarding fees, payments, and policy. Must maintain a positive supportive attitude toward students. Responsible for daily balancing of cash drawer; investigating and resolving variances prior to completing daily work following established internal controls. Maintain confidentiality of information and works in accordance with FERPA guidelines on the disclosure of information.
- Confidentiality, FERPA and Policy Application- Protects the confidentiality of student and financial information and applies FERPA and institutional policy when handling, sharing, or discussing account details.
- Systems Entry and Record Integrity- Enters and verifies financial activity in institutional systems with a high degree of accuracy; maintains organized, complete documentation to support reporting, audits, and internal review.
- Parking and Fee Tracking- Maintains and reconciles parking decal, application fee, and related tracking spreadsheets; resolves discrepancies and prepares summaries as needed.
- Targeted Outreach and Clear Communication- Conducts targeted outreach via email or phone to clarify balances, deadlines, and documentation needs; drafts clear, professional written responses that support timely account resolution.
- Account Review and Corrective Action- Reviews student account activity to identify errors, misapplications, or timing issues; initiates corrective entries or coordinates resolution to maintain accurate balances.
- Other duties as assigned.
Minimum Qualifications:
High School diploma or equivalent.
Preferred Qualifications:
One (1) year of experience in a customer facing financial, accounts receivable, student services, or business office environment involving transaction processing, account accuracy, and written communication.
Associate degree in Accounting, Business, Finance, or a related field.
Experience using an Enterprise Resource Planning (ERP) system to review account activity, apply payments, or research transactions.
Experience working with third party payments, scholarships, sponsorships, or other external funding sources.
Knowledge, Skills, and Abilities:
Must possess the skills necessary to accurately handle large amounts of cash and high volumes of credit card, ACH, and check payments.
Demonstrated ability to communicate clearly and professionally in writing, including responding to student or customer inquiries via email regarding account related or financial information.
Be committed to a positive customer service philosophy.
Intermediate proficiency with Microsoft Excel, including use of spreadsheets for tracking, reconciliation, and reporting.
Experience using computer-based systems to enter, review, and reconcile transactions with attention to detail and accuracy.
Proficiency in standard office equipment (computer, ten-key adding machine, telephone, copier, credit card terminals, and printers), with strong knowledge of modern office procedures; applies basic math and alphabetizing skills while independently prioritizing tasks, meeting deadlines, and maintaining a high level of accuracy and attention to detail.
Ability to explain policies, procedures, and account activity in a clear, respectful, and supportive manner to a varied population.
Protects the confidentiality of student and financial information and applies FERPA and institutional policy when handling, sharing, or discussing account details.
Pay Rate:
$34,736 - $41,684 annual salary depending on experience
Volunteer State offers a comprehensive benefits package, including but not limited to the following:
- Insurance: Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
- Wellness Incentive Program (if enrolled in Health)
- Educational Assistance: Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
- Employee Assistance Program
- Longevity Pay
- Retirement Options: State of TN Pension (TCRS), 401a, 401K with up to $50/month match, 403b, and 457
- 14 Paid Holidays/Year
- Annual Leave (if applicable)
- Sick Leave
- Sick Leave Bank
- State Employee Discount Program with over 900 merchants
Special Instructions to Applicants:
Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.
Applicants may be subject to a background check.
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