Student Accounts Specialist, Accounts Receivable & Cashier

Performs accounts receivable customer service and administrative support for the Student Accounts Office as well as cashiering functions for the college campus. Serves as the first point of contact for customer service, responds to emails, voicemails, and phone calls. Performs accounts receivable and administrative duties as assigned, including but not limited to posting and reconciling charges and managing e-forms as required. Processes monetary transactions accurately and in a timely manner. Assists students, parents, authorized parties, staff, faculty, and departments with their monetary transactions. Processes out of school students' statements and collection of those balances.

This is an onsite, 5 days a week position, that works 9:00am-3:30pm Monday through Friday 

About The Department:

The Business Services Team fosters responsible stewardship of Macalester’s financial resources through integrity, effectiveness, and innovation. Guided by the College’s mission, we strive to deliver consistently exemplary service with respect for the diverse needs of the entire Macalester community and external parties who rely on our work. We partner with our constituents to help them achieve their goals through timely and accurate resources, fiscal accountability, best practices, technical expertise, and ethical guidance fueled by a solutions-oriented spirit.

• Accounts Receivable & Customer Service Support 

• Greets customers as they enter the Student Accounts Office.
• Responds promptly and professionally to phone calls and voicemail messages from students and authorized parties regarding their payment obligations, options, and student account status.
•  Reviews and responds to emails in the Student Accounts’ email inbox.
•  Research electronic payment records and deposits as needed.
• Contact the bank to retain check copies and determine status of checks and deposits as required.
•  Provides financial counseling and explains legal requirements to students and/or families/authorized users, including guidance regarding payment options and obligations to the College.
• In all areas, adopts and implements best practices that advance the College’s mission and vision.
• Supports constituent groups across campus to facilitate effective service delivery.
• Keeps supervisor informed of plans, challenges, and priorities.

• Cashiering:

• Assists students and other campus customers by receiving payments, issuing receipts, processing disbursements, and cash related queries. 
• Makes change orders and deposits. 
• Reconciles cashier drawer and vault to general ledger on a daily basis. Reports all discrepancies to the Director.
• Prepares bank deposits and deposits checks electronically to US Bank.
• Manages vault cash balance; increasing/decreasing as needed to maintain adequate cash on hand.
• Oversees cash order requests for on campus community/department events (e.g., Athletics, Reunion).  
• Complies with NACHA rules for handling of checks submitted for deposit. 
• Processes and files on-line enrollment deposits using Slate deposit reports. 

• Other Miscellaneous Accounts Receivable & Administrative Support:

• Manages incoming and outgoing mail. 
• Properly routes checks received for other departments for processing and deposit.
• Maintains currently enrolled student files as needed.
•  Manages Student Account Office’s supplies. Submits requests for purchases as needed. 
•  Acts as multi-functional machine expert. 
• Posts scholarship payments to students' accounts.
• Assists in monitoring Study Away Application list and Internship list to determine registration approval status. 
•  Assists with preparation and filing of annual 1098T tax forms, including W-9 collection/monitoring.
•  Assists with fiscal year end reports and audit reporting needs.
• May assist with student employment wages applied directly to student account balances.
• May process weekly student refunds.
• May process student leaves of absence and withdrawals. 
•  May post and reconcile charges to student billing accounts as required.
•  Assists with filing documents in OnBase as needed.
• Assists with making document updates and managing documents in PandaDoc.
• Assists with projects and other duties as assigned.

• Collections:

• Processes monthly out of school student account statements.
• Responds to debtor inquiries (e-mails, letters, telephone calls).
•  Initiates collection action when appropriate (telephone calls, e-mails, letters, skip tracing).
•  Assigns delinquent student accounts to collection agencies when necessary.  Works closely with the agency to pursue collection.
• Recommends write-off accounts to Director of Student Accounts.

• Other Responsibilities: 

• Complete other responsibilities as assigned. Participate as an active member of the team. Participate in department and college activities and support implementation of shared goals and initiatives. Provide backup support to other members of the team.

• 1-3 years of work-related experience required to effectively perform the position’s responsibilities.
• Associate’s Degree required. Bachelor’s Degree preferred. 
• Responsible cash handling practices; balancing and reconciliation protocols.
• Banner ERP and related third party software; spreadsheet and word processing applications; collaborative tools, e.g. Google Docs., digital documents/eForms.
• Daily reconciliation of deposit, payment, and disbursement transactions.
• Gathering and presenting data to clearly communicate complex concepts to individuals with little or no financial background.

• Sound business principles and basic accounting.
• General correspondence and document preparation; editing. Email proficiency.
• Commitment to customer service, continuous improvement, and responsive problem-solving.
• Temperament and communication skills to effectively and patiently explain financial obligations to students and parents.
• Unconditional dedication to personal and business ethics of the highest order.
•  Ability to use judgment and responsibly manage highly confidential information.

Compensation:

The hourly wage for this position will be $22.40-$23.42, depending on experience.

Benefits:

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage by October 7th.  Interviewing will begin after this date, and this role will be posted until filled. 

Jaclyn Howard

Talent Acquisition Manager 

jhoward3@Macalester.edu

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.