Account Clerk III

Account Clerk III - FT

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Position Information

Position Title
- Account Clerk III - FT

Department
- Business Office

Location
- Lincoln

Job Category
- Support Staff

Job Type - FT

Posting Number - 02207

Position Summary Information

General Description of Position
- Under the general direction and supervision of the Administrative Director of Student Accounts, the Account Clerk III provides support for Student Accounts and Fiscal Services. This role requires initiative, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The position may perform technical accounting, clerical, and bookkeeping functions across accounts receivable, accounts payable, payroll, timekeeping, auditing, and cashiering.

Key duties include posting journal entries, processing payments and deposits, reviewing accounts payable edits, and ensuring the accuracy and integrity of financial data. The Account Clerk III serves as a resource to faculty, staff, students, and external partners, resolving issues and providing guidance. The role may also involve training and supporting team members. This position is essential to maintaining accurate financial operations and ensuring compliance with institutional policies and regulatory requirements.

This is a full-time, regular position.

Essential Functions
- Accounts Receivable

• Advise students and parents about financial obligations to the College, providing clear guidance on payment options, deadlines, and available resources to foster confidence and trust.
• Communicate College policies and procedures related to student accounts to ensure consistent and accurate application.
• Establish and maintain student accounts receivable records, including accurately entering tuition, fees, and other charges to promote confidence in data integrity.
• Prepare and process student refunds in compliance with Title IV regulations and College procedures, ensuring timeliness and accuracy.
• Generate and distribute billing statements for tuition, fees, and related charges in accordance with established timelines.
• Monitor past-due accounts and apply, update, or release account holds in accordance with institutional policies and specific escalation procedures for overdue accounts.
• Receive and accurately process payments from students, scholarships, third-party agencies, and internal departments (including bookstore, housing, parts department, departmental production funds, childcare, and others).
• Prepare, balance, and secure bank deposits while maintaining proper internal controls.
• Review records, files, and supporting documentation to respond to inquiries from students, parents, vendors, and agencies regarding statements, billing, student finances, and 1098-T reporting, including payment histories and scholarship documentation.
• Provide service through call lines, direct phone contact, and in-person counter support, ensuring timely and professional assistance.
• Deliver high-quality customer service while maintaining strict confidentiality and ensuring full compliance with FERPA and related privacy regulations.

Bookstore Accounts/Invoices

• Authorize and establish student charge accounts for textbook purchases using bookstore accounting systems, ensuring accuracy and adherence to institutional policies.
• Audit, reconcile, and process book charges for students and third-party agencies, maintaining accurate financial records and timely billing.

Production

• Receive, verify, and record production-related revenue from multiple departments, ensuring accurate and timely financial reporting.
• Maintain and regularly update records of completed production orders to support operational transparency and workflow efficiency.

Collections

• Ensure compliance with established collection procedures, including the timely issuance of statements and notices 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.

Sponsor ships/Outside Scholarships

• Administers and manages scholarship payments from external donors on a per-term basis.
• Links students and courses to sponsor ships 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

• Guide students and families through Nelnet Payment Plan enrollment and options.
• Manage plan changes, cancellations, and reporting accurately and on time.
• Respond to inquiries and resolve payment plan issues.

Payroll

• Process new…