Fiscal Technician 3

This is a full-time, overtime eligible position in Student Accounts on the Olympia campus of The Evergreen State College.

Position Purpose

Under the direction of the Student Financial Services Manager and with an emphasis on providing high quality customer service, this position independently perform all Accounts Receivable functions pertaining to third-party billing. The position interprets the obligations of a variety of third-party entities and guarantee agencies to ensure accurate billing and payment procedures, including funding from Evergreen scholarships, outside scholarships, 529 plans, employer reimbursement plans, employer direct payments, or guarantees from tribes and state agencies. This includes billing various entities, receiving and posting payments to Banner, identifying and resolving discrepancies, processing invoices, and reconciling accounts. The incumbent efficiently and accurately performs all related duties in accordance with federal and state law, Office of Financial Management regulations, and Evergreen policies and procedures, using independent judgment to make fiscal determinations and solve problems. This position is also responsible for reconciling donor designated scholarships and other third-party awards to students' accounts.

Nature and Scope Essential Functions

• Coordinate third-party payments with a variety of entities to students' accounts, including scholarships, 529 plans, employer payment/reimbursement plans, and guarantees from government agencies, such as the VA, tribe, or state agency.

• Process incoming payments from third party entities according to their directions/intent while remaining in compliance with applicable Federal Title IV policies, state law, and institutional policies and procedures.

• Determine the appropriate fiscal obligation of an agency or third-party payment entity when multiple payment types may be applicable to a single student account.

• Maintain all records regarding third party entities and reconcile each entity on a monthly basis.

• Prepare billing statements for students when required by their donor or 529 plan and generate invoices for third party guarantees as requested.

• Provide Evergreen's Cashier with scholarship and guarantee invoice information to post the funds received in the proper accounts.

• Monitor third party payments to ensure accurate posting on the student account and correct as needed.

• Communicate scholarship and tuition guarantee information with the Financial Aid office to help keep students from being over-awarded for the academic year.

• Reconcile scholarships and tuition guarantee accounts monthly and prepare journal entry documents for any corrections needed.

• Monitor students' accounts to make fiscal determination on returning funds to third party payers as necessary.

• Reconcile general ledger accounts as necessary, including reconciliations of payments made by third party entities and posted in Cashnet and Banner modules.

• On a regular basis, run and monitor designated Student Financial Services administrative reports and adjust student accounts as appropriate.

• Perform daily data entry and other general Student Account duties in support of the office. Some duties may include working on the uncollectable accounts, refunding batch of students, posting, and other daily duties.

• Provide customer service in the Student Accounts office in person, over the phone, and via written communication regarding third party issues as well as general student accounts questions.

• Develop and maintain a desk manual describing current procedures used to complete assigned duties.

• Protect the privacy of student records in accordance with FERPA requirements.

• Perform other duties as assigned.

Additional Duties Knowledge Skills and Abilities

• Ability to exercise independent judgment to make fiscal determinations on financial data from different sources while maintaining a high level of accuracy.

• Ability to exercise independent judgement to identify and solve student account problems.

• Skill in effectively communicating third party regulations and procedures in understandable terms.

• Ability to determine and apply the appropriate fiscal obligation of an agency and/or third-party payment entity when multiple payment types may be applicable to a single student account.

• Ability to monitor student accounts, identify issues, and determine the best resolution within existing laws, regulations, policies and stated stipulations or intent of the 3rd party payer.

• Ability to receive and respond to specialized requests in person, via email, over the phone, and through the mail and provide timely follow-up.

• Skill and ability to work collaboratively as part of a team and have flexibility in working with others who demonstrate different learning/work styles.

• Skill in and ability to use standard office equipment and systems, including Office 365, Banner, and Cashnet.

• Ability to provide independent judgment in interpreting and applying of a variety of rules and procedures.

• Ability to accurately process, create, reconcile, organize, and maintain computer generated and paper records and files.

• Strong computer competency, including navigation, data entry, and ability to read and interpret output data.

• Ability to multi-task in a busy office environment, work under pressure, adhere to timelines, while handling constant interruptions.

• Ability to remain composed and provide accurate information to difficult customers.

• Ability to maintain complete confidentiality and sensitivity to college records.

• Ability to quickly analyze data and provide accurate financial information to customers.

• Knowledge and skill with basic accounting terms and procedures.

• Ability to work occasional extended workday and weekend hours.

Minimum Qualifications Desired Qualifications

• One year of experience understanding and performing accounts receivable functions, including journal entries.

• One year of experience processing payments and performing calculations in an office setting.

• Some college credits related to accounts receivable.

Conditions of Employment

• Must provide proof of identity and employment eligibility within three days of beginning work.

• This position is part of a bargaining unit and covered by a collective bargaining agreement.

• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.

• Must be able to work occasional extended workday and weekend hours.

Benefits

A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please view https://www.evergreen.edu/payroll/benefits-package.