Student Accounts Associate

Title: Student Accounts Associate

Institution:Volunteer State Community College

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: $34736 - $41684 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.