Student Accounts Representative

Position Summary

The Student Accounts Representative is responsible for maintaining the accuracy and integrity of student financial records through the timely processing of student account transactions, funding applications, billing activities, account reconciliations, refunds, and ledger maintenance. This position supports institutional financial operations by ensuring student accounts are accurately maintained and reconciled in accordance with federal regulations, institutional policies, and accounting standards.

Responsibilities

• Maintain accurate student account ledgers through timely and accurate posting of financial transactions.
• Review and process student account adjustments, tuition adjustments, institutional scholarships, and approved account corrections.
• Process student payments, third-party payments, funding transactions, and other account activity in accordance with established procedures.
• Review and reconcile student account balances to ensure ledger accuracy and financial integrity.
• Monitor and resolve transaction exceptions, posting discrepancies, and account variances.
• Aid in the application and reconciliation of Title IV funding, third-party funding, institutional funding, and cash payments.
• Process student refunds, stipend transactions, and other approved student account disbursements.
• Review withdrawal and status change transactions to ensure appropriate charges, credits, and adjustments are accurately reflected on student accounts.
• Process registration billing and recurring student account transactions for active students.
• Support daily, weekly, monthly, and year-end reconciliation activities.
• Aid in maintaining compliance with all federal, state, accreditor, and institutional requirements related to student financial records and account administration.
• Maintain accurate documentation of account activity within institutional systems.
• Collaborate with Financial Aid, Campus Operations, Cash Management, and other departments to resolve account discrepancies and ensure accurate student financial records.
• Aid in audits, program reviews, reconciliations, and requests for supporting documentation.
• Generate and review reports used to identify transaction errors, reconciliation variances, and account exceptions.
• Support annual tax reporting processes, including 1098-T preparation activities as assigned.
• Participate in process improvement initiatives designed to enhance accuracy, efficiency, and student account integrity.
• Participate in cross-functional projects and institutional committees as required or assigned.
• Follows appropriate complaint escalation and issue-resolution processes.

Education and Experience

• Associate degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum one year of experience in accounting, accounts receivable, student accounts, bookkeeping, reconciliation, banking operations, or related financial services environment preferred.

People Responsibilities

• This position does not have direct supervisory responsibility but works closely with cross-functional teams.

Physical Environment

• This is a 100% remote position.
• Incumbent may sit for long periods of time at a desk or computer terminal.
• Incumbent may use calculators, keyboards, telephone and other office equipment.
• Stooping, bending, twisting, and reaching may be required.
• Some work may be completed in classroom or shop environment.

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
• Duties, responsibilities and activities may change at any time with or without notice.