Student Account Specialist - Lewis & Clark College : Job Details

Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please apply internally in Workday in the Jobs Hub. Working at Lewis & Clark College The campus is located on 137 acres of beautifully landscaped grounds in Portland's southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more. Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age. Lewis & Clark College Support Staff Association This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers. The current LCCSSA Bargaining Agreement can be found here: Internal candidates represented by LCCSSA who meet the required qualifications will receive priority consideration in the application review process. PRIMARY PURPOSE The Student Account Specialist within the Student and Departmental Account Services department reports directly to the Director of Student and Departmental Account Services. This role is primarily responsible for managing student, institutional account activities and Perkins loan accounts, including the collection of payments, account analysis, and adherence to federal and institutional policies. The ideal candidate will possess strong organizational, communication, and problem-solving skills, along with the ability to work efficiently in a high-volume, service-oriented environment. To be successful in this position, the individual must excel at managing financial transactions, collaborating with various departments, ensuring data integrity with a meticulous level of account analysis skills, and providing exemplary customer service to students and stakeholders. This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement. ESSENTIAL DUTIES Account Analysis & Collections

• Analyze account activity for students within assigned caseload to determine necessary collections actions and collaborate with other departments and vendors on outreach, holds, and referrals.
• Manage communication outreach and review of vendor established payment plans for currently enrolled students with active balances or overdue payments which may require coordinating with third-party vendors or acquiring documentation for billing and collection on sponsored students.
• Execute a four-step collections process for past due Perkins Loans and past due student account balances, in accordance with federal guidelines and bankruptcy laws. Completes satisfactory letters for paid in full or cancelled Perkins loans and determines if a Perkins loan is no longer variable to retain and should be referred to the Department of Education.
• Evaluate and administer the application of all late fees and restriction holds on student accounts. Works with the Registrar's office of each school as needed on students impacted by hold restrictions.

Refunds & Payment Processing

• Process credit balance reports to determine refund eligibility, in accordance with Federal Title IV regulations, withdrawal policies, and consortium agreements and generate refund for dual review sign off before final disbursement.
• Coordinate with Financial Aid and Registrar's offices to resolve issues related to financial aid adjustments and course load reductions for withdrawing students.
• Guide students through direct deposit enrollment, troubleshoot any issues with electronic deposits to ensure timely disbursement, and work to reissue funds as needed.
• Process and reconcile all payment transactions, including cash, checks, credit cards, and ACH/wire transfers, and collaborate with departments to ensure accurate financial reporting and PCI compliance associated with credit card transactions.
• Participates fully in cash management procedures which is inclusive of management of personal cash drawer, dual custody reconciliation of vault cash, monitoring department cash flow, and weekly cash shipment pickup and delivery through armored car services.

Agency/Miscellaneous Invoices Management

• Coordinate with departments to obtain timely and accurate miscellaneous charges/credits for student accounts, ensuring compliance and best practices with posting standards and policies associated with forfeitures.
• Collaborate with Human Resources for work-study agency invoices, ensuring accurate processing and response to inquiries related to payments.
• Manually adjust and resolve posting errors, ensuring accuracy and alignment with departmental procedures.

Data Integrity & Reporting

• Maintain high levels of data integrity in processing all payments and transactions, both physical and electronic, across various platforms (including third-party vendors).
• Prepare and distribute departmental transaction reports for reconciliation, auditing, and fiscal year-end reviews.
• Track transactions on daily bank reports and provide research support as needed.
• Support troubleshooting and resolution of reconciliation discrepancies by researching transaction errors and working with team members to implement corrective actions.

Customer Service & Training Support

• Provide exemplary customer service to students and stakeholders at the cashier window, handling in-person payments and account inquiries.
• Structure a meticulous communications schedule in support of meeting targeted communication campaigns and collection standards.
• Participate in training and evaluation of Federal Work Study students.
• Serves as a backup to other specialists when needed and on various reporting needs that include but are not limited to financial aid transmittal report, biller, and GL reconciliation.
• Assist in evaluating department communications for clarity and effectiveness, offering suggestions for improvement where applicable.

Other Duties as Assigned KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Proficient in financial accounting practices and regulations, with a strong understanding of Federal Title IV regulations, FERPA, and Federal Perkins Loan program requirements.
• Excellent attention to detail in account analysis, payment processing, and reconciliation, ensuring accuracy and integrity in financial records.
• Superior problem-solving skills, demonstrating an ability to identify discrepancies and take appropriate action to resolve issues in a timely and efficient manner.
• Extremely strong communication skills, both written and verbal, with the ability to effectively communicate complex financial information to students, families, and campus departments.
• Proficient in using Microsoft Excel and Google Suite software to create detailed financial reports, track payments, and manage data efficiently.
• Superior organizational skills, able to manage multiple tasks, prioritize competing deadlines, and maintain a high level of productivity in a fast-paced, service-oriented environment.
• Excellent collaboration skills, working effectively with cross-functional teams, including Financial Aid, Registrar's Office, and other departments, to achieve shared goals and resolve student account issues.
• Proficient in student information systems (e.g., Colleague, Informer), ensuring seamless integration of financial data across platforms and providing accurate account information to stakeholders.
• Commitment to promoting inclusion in the workplace, consistently demonstrating respect, openness, and understanding in interactions with all members of the college community, fostering a positive and inclusive environment for students and colleagues.
• Superior customer service orientation, maintaining a positive attitude and delivering exceptional support while addressing inquiries and concerns from students, families, and other stakeholders.
• Extremely reliable and self-motivated, demonstrating initiative and taking ownership of tasks and responsibilities while maintaining accountability for outcomes.

REQUIRED EDUCATION / EXPERIENCE

• Associate's degree or equivalent experience in accounting, finance, business, or related field.
• 2 years of experience in accounting, collections, or customer service, with a demonstrated ability to manage student or institutional financial accounts and reconcile payments.
• Knowledge of accounting principles and federal financial aid regulations.
• Experience managing financial records and transactions in a high-volume environment.

PREFERRED EDUCATION / EXPERIENCE

• Bachelor's degree in accounting, finance, business administration, or related field.
• Experience working in higher education settings, particularly in student account management, financial aid, or business office roles.
• Knowledge of Federal Perkins Loan program requirements and regulations, Title IV regulations, and FERPA.
• Experience with reconciliation, collections, and financial reporting in an educational environment.
• Preferred Tech: Colleague (student information system), Slate (CRM for higher education), TaskStream (assessment and accreditation software)

JOB CLASSIFICATION

• Job Group Title: Administrative Support
• Working Title: Student Account Specialist
• Salary Grade: Grade 15
• FLSA Status: Non-Exempt
• Department: Student/Departmental Account Services
• Reports To: Director of Student and Departmental Account Services
• Full-Time: Yes
• Schedule: 37.5 hours per week, Monday to Friday, 8:00 AM to 4:30 PM

PHYSICAL REQUIREMENTS

• General office environment with prolonged periods of sitting at a desk and working on a computer.
• Ability to communicate effectively via phone, email, online meetings, and in person.
• Must be able to lift up to 15 pounds occasionally, including carrying office supplies or files.
• Frequent use of a computer, keyboard, and mouse.
• Minimal travel required within the campus to collaborate with other departments as needed.
• Occasional standing and walking to interact with students or process payments at the cashier window.

Directions for Cover Letter Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus. Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators ( Reasonable Accommodation Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. Background Check Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment. Eligibility to Work In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.