Student Accounts Assistant
Financial Aid
Description
Gustavus Adolphus College is a private liberal arts college in Saint Peter, Minn., that prepares 2,400 undergraduates for lives of leadership, service, and lifelong learning. Fully accredited and known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus hosts a chapter of Phi Beta Kappa and is internationally recognized for its annual Nobel Conference.
JOB SUMMARY: The primary purpose of this position isto assist students and parents with the student accounts, and to help with the processing of monthly bills, fee statements, and mailings to students and parents. Responsible for overseeing all the College's incoming money, including receipting, keying, and balancing. Also, to oversee assigned areas of responsibility and assist in other areas when necessary in order to support the efficient and effective functioning of the Office of Student Financial Aid/Student Accounts.
DUTIES AND RESPONSIBILITIES:

• Cashier Functions
  • Verify departmental deposits and student payments for accuracy
  • Receipt all College's incoming cash
  • Cash checks for students and employees
  • Work with all departments on campus for accurate deposits and receipts back to departments
  • Balance receipts and prepare daily bank deposits
  • Balance cash drawer daily
• Student Payments
  • Receipt payments and deposits on student accounts
  • Balance cash receipt batch daily
  • Balance daily electronic payments from families
• Returned/uncashed checks
  • Redeposit returned checks
  • Send notices to writers of returned checks which do not clear a second time
  • Monitor uncashed checks and provide follow-up
• Assist families with payment plans
  • TouchNet Payment Plan and Gustavus Individual Payment Plans
    • Explain how plans work - application process and fees, finance charges, and calculate monthly payments
    • Authority to approve or reject payment plans
    • Monitor plans for payment of account
• Transcripts
  • Review transcript requests that have financial holds
  • Approve accounts that can be released
• Meal plans
  • Work with students/families to determine the correct plan to be on
  • Work with Dining Services to set up accounts
  • Adjust student accounts accordingly
• Refunds
  • Assist students with refund requests
• Estimates of balance due on student accounts
  • Prepare for student/families for upcoming year
  • Work with Director of Student Accounts and Financial Aid to counsel students on payment options
• Provides information about student accounts, billings, and payment plans to students and parents as appropriate.
  • Counseling students/families in person, on phone, and email regarding account status
• Assists in the preparation of monthly billings and fee statements.
  • Keys invoices and account adjustments
  • Formats batches
  • Reconciles charges and credits
  • Prepare and monitor bill list
• Assist in the preparation of mailings to students.
  • Loan notices
  • Coordinate mailings
  • Billing inserts
• Tracks incoming forms
  • Coordinates forms mailing
  • Maintains database of incoming forms
• ImageNow- File Management
  • Scan all documents and link to student accounts
• Spring/Fall registration
  • Monitor students for registration by reviewing account balances
  • Place holds on student accounts
  • Update payment plans with students to release holds
  • Authorize student hold releases
• Student Employment Coordinator Backup
  • Monitor earnings for students using student employment
  • Communicate with student supervisors about hiring process, monthly earning amounts for students, and sent stop work notices
  • Collect forms for payroll, the Direct Deposit, W4's, I9's, and required documentation for the forms
  • Create, send, collect, scan contracts for current student employees
• Front Desk Duty
  • Be the face of the Office to students, parents, visitors, and College staff. Provide initial financial aid information and provide basic information regarding deadlines, answer policy and procedure questions. Route to other staff if appropriate based on questions.
  • Answer the main office phone. Coordinate schedule with 1 other administrative support staff to cover phones when not available.
  • Have a thorough understanding of FAO operations to answer questions either in person, by phone or by e-mail. For more complex questions, be able to route the call or person to appropriate staff member or make an appointment as necessary.
  • Monitor office email address of finaid@gustavus.edu and respond on behalf of the office or forward on to respective staff members for response when other administrative support staff is out of the office
• Work directly with the Director of Student Accounts in day to day duties and in her absence have authority to perform many duties and make financial decisions for the Student Account Office.
  • Areas would include the posting of financial aid to student accounts and posting financial batches to the general ledger of the college.
  • Posting electronic payments to student accounts.

Prerequisites
MINIMUM EDUCATION/EXPERIENCE/QUALIFICATIONS:

• High school degree or equivalent
• Two years office and customer service experience
• Word processing and spreadsheet proficiency
• Detail-oriented, have good oral communication and human relations skills, and have a sensitivity for confidentiality

PREFERRED EDUCATION/EXPERIENCE/QUALIFICATIONS:

• College or university experience
• Calculator and keyboarding experience
• Cash handling and bookkeeping experience

WORKING ENVIRONMENT:

• Normal working conditions
• Some overtime required which may include holidays, weekends, and/or evenings.

Application Procedures: To apply for this position, please continue the process on our website, www.gustavus.edu/humanresources/employment to complete the online application. A complete application will include the following attachments. Incomplete applications will not be reviewed by the search committee.

• Online Application
• Resume
• Contact information for three (3) references

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.
Click on the following link to learn more about Gustavus's campus-wide commitment to diversity, equity, and inclusion.
Contact
Sara Orth | sorth@gustavus.edu | 507-933-7502
Posted: Mon Mar 20, 2023
To apply, visit https://gustavus.edu/employment/job/2094
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