Job Description

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Open Internally or Externally

If faculty, tenure track status

Reports to (title)

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Job Summary

Essential Responsibilities and Duties

• Under the guidance of the Assistant Bursar, Cashiering, serve as the lead on customer outreach, including regular outbound correspondence with future, current, and former students to offer education on office and college processes, policies, and important dates. These efforts aim to promote transparency and student success by minimizing financial burdens.
• Customer service: Respond to inquiries in person, on the phone, or via email regarding student accounts, registration, financial aid, payment history, and refund status requests. Answer general College questions and direct students to appropriate department(s) for help. Provide options to resolve debt and provide contracts and/or instructions on how to enroll in monthly payment plans. Resolve customers’ problems and make judgments on when to escalate more difficult problems to the Assistant Bursar, Cashiering, or Office of Bursar Specialists.
• Support the office’s Strategic Communication projects including but not limited to direct mail support, address updates/verification, and return mail processing.
• Receive payment and post transactions in students’ accounts, finance, and campus card accounting systems, accurately entering the related financial information (amounts, detail codes, descriptions, indexes, accounts, etc.), in-person, over the phone, and from the mail.
• Complete numerous types of transactions using various methods of payment.
• Demonstrate proper cash handling procedures.
• Count and balance a cash drawer daily. Responsible for the security and correctness of large sums of money, at times.
• Issue and retain receipts for all transactions.
• Student account research and reconciling.
• Research of department, sponsor, and student records.
• Responsible for the security and completeness of a cash drawer.
• Observe department and college billing, cash handling, cash receipting, refund, and stop payment, and void check policies.
• Observe federal regulations, such as PCI compliance and Federal Title IV Financial Aid disbursement rules and authorizations.
• Mentor part-time cashiers.Responsible for opening the shift, which includes deactivating security alarms and unlocking the vault and safe, issuing cash drawers to other cashiers, and verifying cash drawer amounts.
• Responsible for closing the shift, which includes collecting all cash drawers, verifying their amounts and locking them in the safe, locking the vault and safe, and setting the security alarm.
• Check in and out cash drawers from the safe, verify their amounts, and fill out paperwork to document.
• Develop and write procedures and other training materials, with a particular emphasis on developing resources to support office outreach efforts.
• Design and facilitate regular training for the office related to outreach initiatives.Collect and file receipts, document copies, and other related transaction records and provide these to auditors when needed. Properly destroy unneeded documents with confidential information.
• Prepare bank deposits and manifests and ensure they are ready and complete for pickup for armored car transport to the bank. Responsible to take deposits directly to the bank on holiday weekends.
• Prepare the cashier daily recap report in Microsoft Excel.Update student mailing address changes.
• Complete College required training, such as Americans with Disabilities Act (ADA), Anti-Discrimination & Harassment Avoidance (ADHA), OSHA Emergency Procedures, Family Education Rights and Privacy Act (FERPA), Workplace Violence (WPV), and Driver Safety Training (DST).
• Assist in maintaining a supply inventory and order supplies when necessary.
• Attend meetings and other training that are applicable to job duties and at the discretion of the supervisor.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Three (3) to five (5) years of direct, full-time, paid, work experience.

• Additional education may be substituted for experience on a 1:1 basis (60 credit hours = 1 year experience)
• Part-time related work experience may be substituted for full-time work experience on a pro-rated basis.

Preferred Qualifications

• Direct work experience in the designated business function.
• College and university work experience.
• Ability to speak Spanish fluently.

Knowledge, Skills & Abilities

• Knowledge of department, College, state, and federal policies, procedures, and practices with the ability to answer work-related questions and/or interpret and apply these guidelines correctly in various situations.
• Ability to develop written procedures and effectively train others.
• Assist the Assistant Bursar, Cashiering, in oversight of department outreach efforts including assignment, monitoring, and follow-ups.
• Ability to communicate both verbally and in written format using English.
• Excellent customer service and interpersonal relations skills.
• Knowledge of accounting or bookkeeping principles and practices.
• Ability to handle and count money and make change accurately.
• Ability to perform simple mathematical calculations.
• Knowledge of reconciliation practices.
• Ability to learn the intricacies of different areas of the College.
• Ability to memorize accounting codes, which are alphanumeric codes from 1 to 4 digits long.
• Knowledge of the importance of internal controls.
• Establish and maintain effective working relationships.
• Sensitive to student and staff needs.
• Ability to maintain the confidentiality of work-related information and materials.
• Self-motivated.
• Ability to shift quickly between several tasks without loss of continuity.
• Ability to examine documents for accuracy and completeness.
• Ability to plan, organize, and implement assigned responsibilities and to work well under pressure.
• Ability to work accurately and efficiently in a fast-paced environment with frequent interruptions.
• Ability to operate a telephone, computer, copy machine, ten-key calculator, and other typical office equipment.
• Organizational skills.
• General clerical skills, including typing, copying, filing, emailing, and faxing.
• Detail-oriented with the ability to concentrate, verify work, and recognize errors.
• Familiarity with computerized information systems.
• Working knowledge of Microsoft Office software including Word and Excel.
• Ability to offer a welcoming, respectful and safe environment for a diverse College community and provide excellent service to all groups including people with disabilities, veterans, and others with multifaceted identities (age, gender, race, religion, ethnicity, class, sexual orientation, and nationality).
• Ability to communicate effectively with a broad range of diverse people, ability, culture, and ethnic background, to maintain good working relationships across the College.
• Ability to work with all groups in a diverse academic, socioeconomic, cultural, and ethnic background of community college students, faculty, and staff, including those with disabilities.
  
  

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