Account Clerk III

General Description of Position Under the general direction and supervision of the Administrative Director of Student Accounts, an Account Clerk III performs duties supporting the student accounts and fiscal services departments. Initiative, proper judgment, accuracy, and multi-tasking are necessary to plan, organize, and perform the assigned duties. The position performs complex accounting, clerical, and bookkeeping tasks to support accounts receivable, accounts payable, payroll, timekeeping, auditing, cashiering, and other accounting-related functions. This position posts journal entries, processes payments and deposits, processes and checks accounts payable edits, and verifies all data’s accuracy. The position may also lead and train other personnel and will serve as a resource to faculty, staff, students, and third parties. This is a full-time regular position.

Southeast Community College offers competitive compensation and a robust benefits package, including, but not limited to, medical/dental insurance, 403(b) retirement with College matching contribution, vision insurance, flexible spending account, and tuition reimbursement. Southeast Community College also offers extensive leave plans. In addition, Southeast Community College offers all full-time employees the use of “Ben Dollars” (cash-in-lieu potential for certain coverage levels) to cover medical and dental premiums.

Essential Functions

Accounts Receivable Guide students and parents regarding their financial responsibilities to the College. Explain the college’s policies and procedures as they relate to student accounts. Establishes accounts receivable accounts for students that include entering charges to student accounts and others Prepares student refunds per Title IV and college procedures. Creates and mails billings for student tuition, fees, and other related charges. Managing holds on past-due accounts. Receipt payments from students, scholarships, outside agencies, and SCC departments/areas (including but not limited to the bookstore, housing, parts department, department production funds, and childcare). Prepares bank deposits and transports the deposits to the bank when appropriate. Review files, records, and other documents to obtain information to respond to requests from students, parents, vendors, and agencies regarding but not limited to statements, billings, student finance, and 1098 T’s while answering the call line, direct calls, or assisting at the counter. Provide excellent customer relations and confidentiality while paying close attention to and understanding FERPA laws.
Bookstore Accounts/Invoices Authorizes and establishes student charge accounts for books via the Bookstore Accounting Software. Audits and tabulates book charges for students and third-party agencies. Production Receipts and record production revenue from various departments. Maintain and update the list of completed production orders. Collections Ensure all collection procedures, including issuing statements to individuals with overdue accounts. Identify and implement necessary bad debt holds for delinquent accounts. Coordinate with external collection agencies to recover past-due amounts as needed. Record payment transactions received from collection agencies in the respective student accounts. Sponsorships/Outside Scholarships Administers and manages scholarship payments from external donors on a per-term basis Links students and courses to sponsorships in the Colleague system. Prepares and issues billing statements to sponsors for tuition, fees, books, and authorized materials, ensuring adherence to a consistent billing cycle. Manages billing processes and communicates with sponsors and students participating in sponsorship programs. Tuition Payment Plans Assists students and parents by explaining the Nelnet Payment Plan and guiding them through enrollment. Manages adjustments or cancellations to individual agreements and ensures timely reporting of changes. Payroll Collects and processes the necessary paperwork to establish new staff in the Colleague system. Assists payroll processing, including updates, changes, and terminations as needed. Examines payroll registers for part-time employees to ensure accuracy. Provide all employees with information regarding health insurance, life insurance, retirement forms, and other benefits as needed. Prepares and sends full-time and part-time payroll documents to the payroll specialists for final processing. Accounts Payable Review voucher reports, verify data accuracy, and ensure correct payments are issued to appropriate vendors. Execute the accounts payable check cycle. Acts as a backup for Account Clerk II and I positions as needed. Reviews account coding, ensures sales tax exemptions are applied, and verifies that all applicable discounts are utilized Creates new vendor profiles and ensures all vendors have a current W-9. Monitors vendor statements and resolves discrepancies. Scans and indexes AP invoices, data entry documents, statements, and other necessary records. Maintains and updates the Accounts Payable Procedures manual to reflect college policies and procedures changes. Provides training and support to departments on accounting system use and payment procedures. Periodically review files, records, and documents to respond to vendor inquiries regarding invoices, statements, and IRS Form 1099. Issues year-end 1099 forms and ensures compliance with IRS regulations. Fiscal services may assign additional duties to perform related duties and support the College’s operations as required. Promote/Support Diversity, Inclusion, Equity, and Access Work toward creating a welcoming, inclusive, equitable, and productive work and learning environment where all students, faculty members, and college employees are valued and may contribute to their full potential, regardless of their differences. Make concerted efforts to implement accessible and inclusive practices and processes to create a diverse and equitable learning and work environment. Commit to fostering and maintaining a safe environment of respect and inclusion for students, employees, and community members, and promote and support the College’s policies and programming related to access, fair employment, EEO, equity, inclusion, and diversity.

Marginal Functions

Scan and file records and documents. Maintain the disposal of confidential material and records. Perform other related duties within the division/program as assigned. May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as needed. Perform other College functions and duties as assigned. Must be able to work varied days, hours, shifts, locations, and campuses as required. Work schedules (hours/days/work location) are scheduled by Southeast Community College based on the needs of the College. Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills, and Abilities

Knowledge of and experience performing basic math functions, calculator, and cash management skills. Knowledge of basic bookkeeping/accounting policies. Ability to proof, edit (mind-eye coordination), and balance accounting data with accuracy. Knowledge of and experience in operating a phone system with voice mail. Ability to work and communicate with diverse students, staff, and the public. Skills and ability using oral and written business communications and etiquette. Knowledge of and experience in operating a personal computer, imaging software and scanner, spreadsheets, database, and word processing software. Ability to perform keyboarding, telephone, and physical demands of operating an electronic filing machine and transport supply items. Must be able to infrequently move (safely) items weighing fifty (50) pounds from floor level to 36” high and possess mobility within the Business Office and campus. Ability to perform repetitive motions such as movement of wrists, hands, and fingers. Perform physical tasks such as opening, pulling, pushing, reaching, carrying, lifting, collating, dialing, filing, and inserting. Ability to perform multiple tasks simultaneously including answering telephone calls, assisting customers, and completing assigned tasks. The individual must possess the skills and abilities or be able to explain and demonstrate that the individual can perform the job’s essential functions, with or without reasonable accommodation, using some other combination of skills and abilities. Minimum Qualifications High School Graduate or GED. Four (4) years of responsible work experience in accounts receivable, accounting, or related business activity*** * One (1) year of post-secondary business or accounting training may be substituted for one (1) year of experience.

* An Associate Degree in accounting, business administration or finance may be substituted for two (2) years of experience.

* Bachelor’s Degree in accounting, business administration or finance focus may be substituted for four (4) years of experience. Desired Qualifications Associate Degree or Bachelor’s Degree in accounting, business administration, or related business field of study. Four (4) years of responsible full-time work experience in accounts receivable, accounting, or related business activity.

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