Student Accounts Associate

Overview

Title: Student Accounts Associate

Institution: Volunteer State Community College

Job Summary:

This position provides accountability and responsibility for student financial understanding by explaining tuition, fees, payments, and related charges applied to individual student accounts. This role independently processes and reconciles student, departmental, and third-party transactions to ensure accuracy, compliance, and audit readiness across multiple campuses. Serving as a primary point of contact within the Business Office, the Student Accounts Associate communicates financial information clearly, resolves account discrepancies, and supports consistent, reliable student account operations.

• Student Financial Understanding and Point of Contact – Provides accountability and responsibility for student financial understanding by explaining tuition, fees, payments, refunds, and balances on individual student accounts. Serves as a primary point of contact for account-related inquiries. Answers inbound phone calls for the department, responds to student email, and assists students in-person with account questions regarding fees, payments, and policy.
  
  Maintains a positive supportive attitude toward students.
• Independent Processing and Reconciliation – Independently processes, verifies, and reconciles student, departmental, and third-party transactions across payment methods and campuses; researches and resolves discrepancies.
• Third Party Funds and Compliance – Tracks the receipt, application, and return of third-party scholarships and sponsor ships in accordance with payer instructions and institutional policy; interprets documentation, resolves exceptions, and maintains audit-ready records.
• Daily Deposits and Variance Resolution – Prepares, balances, and documents daily deposits; investigates and resolves variances prior to submission, following established internal controls. Responsible for balancing deposits across multiple campuses and departments. Answers inbound phone calls for the department, responds to student email, and assists students in-person with account questions regarding fees, payments, and policy. Maintains a positive supportive attitude toward students.
• Cash Drawer Balance and Controls – Responsible for daily balancing of cash drawer; investigating and resolving variances prior to completing daily work following established internal controls.
• Confidentiality, FERPA and Policy – Maintains confidentiality of information and works in accordance with FERPA guidelines on the disclosure of information. Protects the confidentiality of student and financial information and applies FERPA and institutional policy when handling, sharing, or discussing account details.
• Systems Entry and Record Integrity – Enters and verifies financial activity in institutional systems with a high degree of accuracy; maintains organized, complete documentation to support reporting, audits, and internal review.
• Parking and Fee Tracking – Maintains and reconciles parking decal, application fee, and related tracking spreadsheets; resolves discrepancies and prepares summaries as needed.
• Targeted Outreach and Clear Communication – Conducts targeted outreach via email or phone to clarify balances, deadlines, and documentation needs; drafts clear, professional written responses that support timely account resolution.
• Account Review and Corrective Action – Reviews student account activity to identify errors, misapplications, or timing issues; initiates corrective entries or coordinates resolution to maintain accurate balances.
• Other duties as assigned.

High School diploma or equivalent.

• One (1) year of experience in a customer facing financial, accounts receivable, student services, or business office environment involving transaction processing, account accuracy, and written communication.
• Associate degree in Accounting, Business, Finance, or a related field.
• Experience using an Enterprise Resource Planning (ERP) system to review account activity, apply payments, or research transactions.
• Experience working with third party payments, scholarships, sponsor ships, or…