Student Accounts Manager

Posted 1 / 23 / 2025 - 2 / 6 / 2025 or until filled

Pierpont Community & Technical College

Job Description

JOB TITLE : Student Accounts Manager

AGENCY : Pierpont Community and Technical College

WORK LOCATION : Pierpont Advanced Technology Center, 500 Galliher Drive Fairmont, West Virginia 26554

REPORTS TO : Controller

FLSA Status : Exempt

Employee Category : Nonclassified

GENERAL JOB SUMMARY :

This position plans, organizes, directs, and oversees all aspects pertaining to the day-to-day operations and coordination of Student Accounts ensuring the professional, efficient, and compliant processing of student accounts.

The incumbent is responsible for managing all aspects of collections on accounts receivable, conferring with students regarding their accounts, resolving account problems, posting payments, processing reimbursements, performing adjustments, and maintaining related ledgers and other account actions, including federal and state aid and Title IV refunds. Review all student appeals for student accounts.

Job responsibilities require considerable contact with students, parents, visitors and other staff members to achieve results, in addition to strong customer service and communication skills. Work activities are carried out independently, under general direction, working from established policies and objectives. This position exercises sound judgement in prioritizing, planning, and organizing own work within time, process, and results requirements; determines processes and sequences to follow based on needs and urgency required by the circumstances.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Oversees, evaluates, and provides direction to the operations of student accounting processes including billings, finance charges, outsourced payment plans, electronic data transfers to and from third parties and other departments, accuracy of the student accounting database, and compliance with government regulations.
• Provides financial counseling for parents and students regarding payment options and payment plans with authority to negotiate special arrangements; resolves problems and questions with students or parents regarding student finances, as necessary; contacts and initiates the settling of student account balances in escalated or special situations.
• Act as customer service liaison for Student Accounts including federal and state aid and Title IV refunds. Adjusts students accounts when necessary and sends appropriate refund letters.
• Responsible for Student Accounts Billing and Collection communication and reporting. Student Revenue and Accounts Receivable Processing for tuition, scholarships, and 3rd party payments. Incumbent is responsible for tuition and fee updates and set-up of the Banner tuition and fee tables and forms. This position also performs all third-party billing which includes, but not limited to keying in deferments, invoicing, and posting payments. There is also an extensive amount of communication between this position and third-party sponsors that are invoiced for tuition and fee purposes.
• Responsible for coordinating and working with the Director of Financial Aid and other areas to ensure proper functions and processes are working properly between the Financial Aid office and Student Services including Student Accounts. Work directly with the IT Department to deal with technical conditions, improvements, and reporting needs that are unique to Banner Student module.
• Responsible for placing holds on accounts; creates student accounts for the academic year and summer, and for the Cash Operations for Pierpont Student Accounts. Reviews daily cashier session reports for accuracy and verifies drawer closeout process is completed correctly. Prepares nightly deposit of cash, checks and credit card transactions per established policy and procedure.
• Monitors and prepares required reports for the impress fund assigned to student accounts.
• Controls access to the Student Accounts Cash Office and safe. Ensures that established policies and procedures regarding record keeping of access to safe are followed and that required reports are available for audit purposes.
• Creates training material for employees on Student Account issues and invoice printing. Provides training on institutional processes and procedures to employees serving as cashiers and those serving as back-up for the cash session manager.
• Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned.

MINIMUM QUALIFICATIONS :

EDUCATION AND EXPERIENCE :

PHYSICAL REQUIREMENTS :

DISCLAIMER :

This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor. Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.