Accounts Receivable Specialist

Position Description

Reports to: Director of Financial Services

Supervises: None

Essential Responsibilities

• Processes and applies payments received via cash, check, credit card, electronic funds transfer, and third-party payments.
• Completes daily cash analysis process and prints reports in preparation for the bank deposit.
• Transports deposits to the bank.
• Works closely with Student Records and Financial Aid Offices to ensure tuition, fees, lab fees, and financial awards posted to student accounts are correct, researching any errors and making adjustments where necessary.
• Monitors outstanding balances and follows established collection procedures, including communication with students, departments, and external agencies.
• Works closely with Student Services and Continuing Education Registrars with de-registration processes for non-payment at the start of each semester.
• Prepares invoices to students, faculty, staff, and third-party agencies for all accounts receivable billings; maintains accurate records of billings; and monitors accounts monthly for delinquency in payment.
• Works closely with the Financial Aid Department to analyze the application of sponsorships, federal funds, grants, and other payments applied to student accounts.
• Monitors financial aid postings, distributes financial aid checks, and performs required financial aid reallocations to reconcile with the general ledger.
• Follows up on outstanding student refunds and financial aid checks.
• Assists students with all questions regarding payments, refunds, collections, and deadline dates.
• Generates accounts receivable reports and monthly statements and verifies the accuracy of transactions.
• Reviews and submits fee waiver remission reports each term.
• Processes, reviews, and distributes IRS Form 1098-T (Tuition Statement) in compliance with IRS regulations, NCCCS guidelines, and College policies.
• Administers the student tuition deferment payment program.
• Serves as a point of contact for resolving class registration billing differences.
• Analyzes student accounts to determine eligibility for refunds due from dropped classes, overpayments, or Financial Aid awards, and vouchers student refunds for AP processing.
• Processes Title IV returns.
• Scans various accounts receivable, financial aid reports, supporting documents, and journal entries into the document storage system, Etrieve.
• Maintains working knowledge of federal and state laws related to Accounts Receivable.
• Serves as the contact person for reporting uncollectible accounts to the N.C. Department of Revenue Set Off Unit, the Attorney General’s Office, and the collection agency.
• Participates in campus-wide committees as directed; attends staff meetings, and ensures annual professional development requirements are met.
• Serves as the face of the Business Office by providing excellent professional customer service to all internal and external customers and directing them to the appropriate personnel as required. This requires a general understanding of all the Business Office personnel's job responsibilities and current calendar commitments.
• Performs other duties as assigned by the Director of Financial Services or the College Administration in support of the College's mission, core values, and goals.
• May serve as backup to Accounts Payable as needed.

Qualifications & Degree Requirements

• Associate’s degree in Accounting, Business Administration, or a related field required or an equivalent combination of education and relevant office work experience.
• Two to three (2–3) years of office experience in accounts receivable, accounts payable, or other related financial office functions preferred.
• Experience within a community college system or local government environment preferred.

Knowledge, Skills, & Abilities

• Ability to perform accounts receivable and cashiering functions with a high degree of accuracy and attention to detail.
• Ability to provide professional, student-centered customer service while explaining account balances, payments, and policies clearly and courteously.
• Ability to apply and follow established financial, cashiering, and internal control procedures in compliance with College and NC Community College System guidelines.
• Ability to manage multiple transactions and priorities efficiently in a fast-paced Business Office environment.
• Ability to maintain confidentiality of student and financial records and exercise discretion in accordance with FERPA and College policies.

Physical Demands & Working Conditions

• Frequent sitting at a desk or workstation using a computer, keyboard, mouse, and telephone.
• Some standing and walking required.
• Ability to communicate effectively in a respectful manner with students, employees, and the public.
• Occasional evening work required during late registration, graduation, and other special College events.

Supplemental Information

Equal Employment Opportunity

Montgomery Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws