Accounting Assistant - Third Party Accounts Receivable

About the Department

Internal Posting 

This position is posted in compliance with Alabama Code §16-22-15.

It is the intent to place a current employee in this position. 

Position Duties

Primary Job Duties and Responsibilities:

• Prepare and send invoices for all contracted companies each semester
• Prepare and maintain accounts receivable files for each billing with appropriate label 
• Receive and deposit funds to proper company accounts
• Prepare supplemental billings for contracted companies monthly
• Process refunds to third parties as needed
• Follow up on uncollected balances due to the College
• Roll all valid contracts prior to registration for each upcoming term
• Update Banner forms each semester to ensure proper data transfer to bookstore
• Update and send bookstore priority grid to bookstore manager each semester
• Extract, send, receive, and upload bookstore files, as needed on a daily basis during the scholarship bookstore purchases open period
• Examine each scholarship bookstore receipt to ensure only authorized charges were permitted 
• Maintain file of bookstore receipts, payments, and reconciliations
• Receive, reconcile, and request payment for contracted bookstore statements monthly
• Balance student receivable accounts to the general ledger monthly, investigate differences, and make adjustments as needed
• Prepare write-off request for old debt and provide detailed supporting documents annually
• Prepare invoices for certain agencies as requested by TEBI (Training for Existing Business and Industry)
• Receive and record commission payments due to the College
• Assist students and third party vendors with account inquiries
• Record journal entries as needed
• Prepare deposits for processing in the Cashier’s Office
• Assist in distribution of financial aid refund checks each semester as assigned 
• Reconciling student fee liability accounts
• Reconciling third-party agency accounts
• Analyzing student debt by term
• Adding nursing, respiratory, and other fees to student accounts each semester
• Sending payments of various student insurance and fees following the start of each semester
• Writing off student accounts as approved
• Assisting students and agencies with accounts inquiries
• Applying external agency scholarships to student accounts
• Returning, refunding, or rolling excess agency scholarship funds each semester
• Recording and distributing incoming checks

• Assist with student registration as assigned 
• Prepare and send invoices for work orders
• Assist with record retention and disposal
• Communicate with other divisions appropriate items of information
• Demonstrate effective written and oral communication skills 
• Work as a team member
• Demonstrate ethical behavior, loyalty, honesty and integrity with all colleagues
• Communicate with supervisors and other staff members
• Complete assigned projects timely and systematically
• Work well under pressure and with others to meet deadline 
• Ability to type and file.  Office management skills required
• Skills of using computer and printer, typewriter and calculator

• Ability to work independently on difficult and complex tasks

• Comply with the policies of the Alabama Community College System and the College
• Serve on College committees as required
• Participate in professional development, compliance, performance excellence, and training activities required

• Perform other duties as assigned by supervisor

Minimum Qualifications

Required:

• High school diploma or GED
• Three (3) years of accounts receivable experience or three (3) years of third-party contract experience in a two-year college

• Associate degree from a regionally accredited institution
• Experience with BANNER ERP System

Other Qualifications

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered. 

APPLICATION PROCEDURE: The online submission of a complete packet is the sole responsibility of the applicant. No previous application files will be transferred for consideration of this position. No copies will be given of the application information submitted. Applicants must meet eligibility requirements to work in the U. S. at the time of appointment and must travel at their own expense for all in-person interviews.

APPLICATION REQUIREMENTS:  A completed application packet consists of:

• An online Shelton State Community College employment application.  
• A cover letter of application specifically detailing and relating the applicant’s education, and experience to the qualifications, duties, and responsibilities of the position.
• A current resume.
• Copies of high school diploma, high school transcripts, GED certification, or postsecondary transcript(s) identifying the applicant, institution, and verifying degree(s) earned that demonstrate that the applicant meets the educational requirements for this position. (Please note that the educational requirements are different based upon the type of work experience held by the applicant.)  If employed, all official transcripts must be received in the Office of Human Resources within thirty (30) days of the employment start date. 

IMPORTANT – PLEASE READ CAREFULLY

WORK EXPERIENCE VERIFICATION:

Meeting Minimum Requirements:  If the requirements for a position list work experience in a field or area the Applicant must provide written verification(s) of their applicable work experience in order to be hired for the position.  Such written verification(s) of work experience must demonstrate that the applicant meets the minimum work experience requirement.  Applicants who do not produce this information as indicated will be ineligible for hire and subject to having any offer of employment withdrawn.     

Salary Calculation: For all positions on all Salary Schedules, the salary amount for the selected applicant is determined by step placement on the applicable schedule.  Step placement is dependent upon the following: (a) all work experience in public education in Alabama and (b) all other work experience outside of public education in Alabama that, in the sole judgment of the College, directly relates to the requirements of the position.  The applicant selected for the position must provide written verification(s) of this work experience within the time provided herein if such experience is to be considered in determining their initial step place on the Salary Schedule.

Format for Work Experience Verifications:  Work experience verifications should be in the form of verification letters from employers and must include complete employment dates, job title(s), job duties, and an indication whether such employment was full-time or part-time, and if part-time, the average number of hours worked each week.  The letters should be on official letterhead and contain an authorized personnel signature.  The College’s official employment verification form is also acceptable and is available upon request.  If an employment verification cannot be obtained due to a legitimate reason, for purposes of meeting minimum requirements an applicant may submit copies of other trustworthy documentation such as appointment letters, contracts, pay stubs, or W-2 forms documenting the term of employment.  However, such documentation is generally insufficient for salary calculation purposes if job duties and dates of employment are not self-evident in the documentation.       

Deadline for Producing Work Experience Verification: With limited exception, work experience verification documentationmust be produced prior to any official offer of employment.  Work experience verification from a current employer may, upon request, be delayed until an official offer of employment.   Any offer of employment at a salary step greater than zero (0) or made without prior verification of any required work experience, is contingent upon production of this documentation by the applicant within ten (10) days of the offer.   It is the applicant’s sole responsibility to provide this verification of work experience.  The College is not responsible for any cost associated with such verifications.    

EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS: 

Shelton State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.    

Shelton State Community College will make reasonable accommodations for qualified disabled applicants or employees.   

Shelton State Community College reserves the right to withdraw this job announcement at any time prior to the awarding. 

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. 

Any offer of employment is contingent upon a satisfactory criminal background investigation.