Business Office Specialist
Description
The Business Office is responsible for the majority of data that captures the college’s financial position including areas of accounts receivable and cash receipts. The Business Office manages millions of dollars each year, accepting payments from students, employees, campus organizations and outside agencies, reconciling and inputting cash receipts from the college’s offsite centers; and actively participates in all of the receivables (students and businesses).
Business Office staff assist in reviewing financial aid postings to student accounts, and preparing refund vouchers in accordance with college policies and Department of Education regulations. The team also works closely with other departments regarding term-based initiatives impacting student billing and accounts receivable. The office as a whole takes an active role in the fiscal year-end processes, ensuring that receivables and general ledger entries are recorded properly following year-end procedures.
The Business Office Specialist is essential in supporting these functions for the accurate recordation of the college’s cash receipts and disbursements, adherence to internal control policies and procedures, and general customer service. The Business Office Specialist also has responsibility in the college’s annual financial statement audits, preparing year end reconciliations and assisting with auditor requests.
Examples of Duties
- Responsible for reconciling Accounts Receivable accounts to General Ledger.
- Assists students via walk-in services, phone calls and through email.
- Responsible for all Dual Enrollment students and county board of educations (BOEs) billing and compliance. This includes daily activity, review and collaborate with Admissions and Registrations office, serve as point of contact for counties, prepare semester billing packages, make adjustments during transmittal processes and prepare final numbers for submission.
- Process annual IRS Form 1098T forms. Preparation of annual IRS 1098T forms for all students – researching, testing and verifying that Colleague updates are calculating correctly and in compliance with IRS regulations. Initiate email blasts to students for online retrieval in accordance with IRS regulations.
- Responsible for creating, updating and maintaining billing tables in computer software (including course tuition and fees). Update and test tables each semester, coordinating and working closely with Registration and recalculating tables with any rate/fee changes. Troubleshoot any billing issues throughout the year and work to resolve same.
- Run financial aid transmittals on a weekly basis, reviewing financial aid postings for accuracy prior to checks being processed and analyze scholarships and prepare billing summaries.
- Coordinate process for Financial Aid refunds in conjunction with the Director of Fiscal Affairs for Spring, Summer and Fall semesters.
- Monitor and add/remove student account and loan holds.
- Assist and test any computer changes that involve the student account system (includes coordinating with system specialist).
- Review and record waivers such as foster care, disability, unaccompanied youth, employees and their dependents.
- Assist Director of Fiscal Affairs on special projects, as needed.
- Review and revise Continuing Education (CE) balance due reports and follow up to resolution.
- Prepare Children’s Home Foundation billing per semester, coordinating with the Financial Aid Department.
- Conduct monthly reconciliation of Private Outside Scholarships (POSCH) and resolve any outstanding items.
- Conduct monthly bank reconciliation to include all bank accounts, resolve and follow up on any outstanding items; reconcile all credit card transactions in conjunction with Business Office Accounts Receivable Specialist.
- Prepare semester financial aid and bookstore calendar schedules with registration and Financial Aid offices.
Qualifications
Associates degree in accounting, business, business administration, or closely related field, required. Three (3) years of relevant Enterprise Resource Planning (ERP) system-type accounting experience required. Demonstrated experience analyzing accounting processes. Ability to work well under pressure with attention to detail and deadlines, ability to multitask, excellent customer service skills. Excellent written and oral communication skills. Good organizational skills. Ability to deal effectively with students, administrators, staff, external customers and auditors.
Physical Requirements
Physical Requirements:
Most of the job is sedentary, however, occasional periods of light work may be required, including:
- Lifting up to approximately 35 lbs. occasionally.
- The worker may be exposed to primarily to inside office conditions.
- Visual acuity appropriate for an administrative position;
- Hearing;
- Grasping;
- Pushing, pulling, lifting, reaching – occasionally;
- Climbing stairs – occasionally;
- Walking, frequently; and
- Occasional travel may be required.