Fiscal Specialist 2

Western Washington University with over 15000 students in seven colleges and the graduate school is nationally recognized for its educational programs students and faculty. The campus is located in Bellingham Washington a coastal community of 90000 overlooking Bellingham Bay the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver British Columbia. Western has additional sites in Anacortes Bremerton Everett Port Angeles and Poulsbo. Western is recognized nationally for its successes such as being named one of the top public masters-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.

Western Washington University is committed to achieving excellence through advancing inclusive success increasing our Washington impact and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship research and creative activity. Westerns greatest strength is the outstanding students faculty staff and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can pursuit of this excellence individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff faculty administration student and external constituents. Further individual employees are expected to have the ability to operationalize sustainability concepts (economic societal environmental) into all aspects of performing their job duties.

The Billing Unit within the Student Business Office supports Westerns mission which states that together with our students staff and faculty we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women people of color people with disabilities veterans and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

Working under general direction the Billing Specialist performs a variety of complex fiscal administrative support functions such as analyzing auditing processing tracking posting and reconciling university account ledgers in the Universitys billing system.

This position is responsible for using accounting concepts to correct financial data recorded in the Universitys billing system. The position requires the ability to learn quickly think outside the box and demonstrate a high level of self-motivation while providing the highest level of attention to detail and accuracy.

This position reports to the Billing Unit Supervisor under the general direction of the Director of the Student Business Office/Treasurer. The position serves the entire university by providing best in class service to faculty staff students and outside entities while complying with State and Federal regulations and University policies and procedures.

This position is responsible for using accounting concepts to correct financial data recorded in the Universitys billing system. The position requires the ability to learn quickly think outside the box and demonstrate a high level of self-motivation while providing the highest level of attention to detail and accuracy.

This position reports to the Billing Unit Supervisor under the general direction of the Director. The position serves the entire university by providing best in class service to faculty staff students and outside entities while complying with State and Federal regulations and University policies and procedures.

• Contract Agency Billing
  • Manage the University third-party agency contract billing program. This position is responsible for:
    • Establishment and fulfillment of contractual commitments of third parties for payment of qualified students tuition and fees as well as other institutional charges. Typical third parties or agencies consist of native American tribes armed services for active duty DSHS Employment Security and international agencies such as Saudi Arabia and Kuwait.
    • Establish and initiate contracts with third party entities interested in paying a portion of a students educational expenses.
    • Analyze individual contract agreements for compliance with State and Federal regulations and University policy.
    • Analyze individual contract agreements for compliance with State and Federal regulations and University policy.
    • Consult with contracted agencies to rectify any irregularities and take corrective action.
    • Review the student records to ensure the supported students meet university requirements associated with enrollment and registration statuses.
    • Identify any issues and resolve them with the student or supporting agency.
    • Calculate the value of institutional expenses to be covered and obtain approval for funding.
    • Interpret sponsorship letter from the agency regarding the student award and verify that the funded amount aligns with allowable tuition and fee charges.
    • Apply the awarded funding to the students account.
    • Prepare invoices for all third-party agencies.
    • Reconcile agency payments.
    • 400 students $1.3M annually
• University Waivers and Exemptions
  • Manage the application of the University Waivers for all departments offering waiver assistance.
  • Apply exemptions and maintain application of the following waivers: Tuition Assistance waivers Research and Sponsored Programs Staff and State Employee waivers student exchange and Veteran Affairs.
  • Ensure accuracy and timely application of benefits.
  • Waivers and exemptions apply to approximately 1000 students and total about $9.2M annually.
  • Analyze modify and apply knowledge of student account ledger and university program relationships; provide data and audit trails; maintain and apply internal controls and implement them within the University finance systems.
  • Identify and perform account adjustments release deposits and correct account irregularities in coordination with campus departments and external agencies.
  • Approximately $1.7M in adjustments annually.
  • Provide backup for Title IV refunding and award analysis in compliance with federal regulations.
  • Make recommendations for the development and implementation of procedures as a result of regulatory or technological changes.
  • Independently advise the Western community regarding applicable policy and procedures as well as state and federal regulations and recommend a course of action.
  • Exercise independent judgment in interpreting and applying rules and regulations to resolve issues.
  • Respond to inquiries regarding student account balances billing statements financial aid disbursements direct deposit student refunds and qualified tuition expense questions by phone in person and written correspondence.
• Lead/Train/Support Student Staff
  • Support a 10 member team of student employee staff who serve the campus in the areas of account analysis records research payments social media outreach and website content.
  • Develop and maintain the student position desk manual.
  • Determine appropriate tasks and maintain updated position descriptions for student positions.
  • Maintain continuous training program update and train staff as each position evolves. Provide next level support for escalated contacts from students parents and other third-party entities.
  • Assist staff to resolve inquires regarding account issues application of payment financial aid benefits and registration concerns.
  • Participate in the student employee recruitment program including the interview and hiring process.
• Other Related Duties
  • Prepare fiscal reports to audit and reconcile student accounts for accurate charges and payments. Such reports include mandatory fee reconciliation and other student account transaction reports.
  • Maintain and modify spreadsheets related to AmeriCorps funding requests and communicate with necessary stakeholders to ensure proper application and collection of funds.
• Website Maintenance
  • Ensure website has the most up to date and accurate information. This includes state and federally regulated information training videos and university tuition charts.
  • Ensure all text charts and titles comply with ADA requirements

• High school graduate or equivalent
• Three years work experience in billing accounts receivables and/or collections; or equivalent education/experience
• 2 years demonstrated experience working customer service including escalations.
• Strong written and verbal communication skills
• Demonstrated ability to work independently prioritize and multi-task to meet deadlines in a work environment with frequent interruptions
• Demonstrated ability to complete administrative tasks with attention to detail and a high level of accuracy
• Three years lead or supervisory experience
• Demonstrated proficiency with MS Excel Word or similar applications
• Demonstrated ability to effectively provide service to a diverse population

• Bachelors degree
• One year experience with higher education student financial aid
• One year experience in financial systems specific to higher education
• One year experience working with state and federal regulations
• Experience with website editing and maintenance

Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.

Western Washington University (WWU) is an equal opportunity compliance with applicable laws WWU does not discriminate on the basis of race ethnicity color national origin age citizenship or immigration status pregnancy use of protective leave genetic status sex sexual orientation gender identity gender expression marital status creed religion veteran or military status disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability or any other characteristic protected by federal state or local law in its programs or activities including employment admissions and educational programs. See WWUs Policies onProhibiting Discrimination Based on A Protected Class and Prohibiting Discrimination Based on Sex. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance Title IX and ADA Coordinator Western Washington University Old Main 126 (MS 9021) 516 High Street Bellingham WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation please contactHuman Resources Disability Services 360.650.3751 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (The Clery Act). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Westerns campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security such as policies concerning alcohol and drug use crime prevention the reporting of crimes sexual assault and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of Student Life at . The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.