Reconciliation Clerk

Description/Job Summary
The Reconciliation Clerk (Accounts Clerk III) assists in the reconciliations to verify all student accounting transactions are posted correctly. In addition the position completes the following job duties: Verifies all online payments were posted to the student’s accounts, verifies all cash and non-cash adjustments, verifies all tuition waivers are posted correctly, verifies all tuition and fees posted to student’s accounts correctly, verifies all transaction from the student system was posted to the General Ledger correctly, in addition, the reconciliation clerk verifies the refund checks were posted correctly, verifies all students are being invoiced, verifies all outstanding 3rd party invoices, and verifies all adjustments or payments were forwarded to the States Central Collections Unit, and other analysis as needed. Since each area cannot reconcile their own work, this is essential for proper separation of duties . This way the posting, reconciliation and review are processed by three separated individuals . Under moderate supervision of the Bursar

  • Direct students concerning the tuition/fee payment plan; maintain payment plan records; administer holds for outstanding balance on students' accounts.
  • Verifies all tuition waivers are posted to the student’s accounts accurately.
  • Create and maintain spreadsheets for reporting past due accounts to collection agency.
  • Validates all online payments and tuition payment plan payments were posted to the student’s accounts correctly.
  • Confirms all payments collected by the States Central Collections Unit has been posted to the student’s accounts, and all payments collected by the College are reported to the State’s Central collections Unit.
  • Verifies all transactions posted in the student system were posted to the General Ledger correctly.
  • Reconciles all non-cash and cash adjustments were approved and posted correctly. In addition, completes a monthly report of all non-cash and cash adjustments reports for each fiscal month.
  • Assists in the verification process of student refunds.
  • Prepares month end closing journal entries for clearing accounts, and other journal entries as needed.
  • Completes a report of the monthly Cash and Non-cash adjustments posted the student’s accounts.
  • Assists in the development of a positive, proactive communication style, and quality customer service, escalation, and counseling skills.
  • Resolve sensitive matters and discern when to make referrals or forward matters to the appropriate parties.
  • Serve as rotating on-site manager for student escalations or highly complex student situations.
  • Ensure the security and confidentiality of all student record information and submitted documentation to comply with Federal Educational Rights and Privacy Act (FERPA).
  • Work closely with the Financial Aid, Registrar and Bursar Offices to ensure accuracy of information.
  • Develop and maintain a culture that supports student success and the mission of integrated enrollment services.
  • Send an email of all outstanding Credit balances to the Accounts Clerk III to verify the student has been contacted, and the student’s address has been updated for all undeliverable
  • Verifies all refunds checks that need to be returned to the U.S. Department of Education has been processed by the Financial Aid Office.
  • Verifies all outstanding 3rd party refunds have been processed by the Accounts Receivable Clerk.
  • Verifies all students with outstanding balances have holds on to their account
  • Assist with the Virtual Help Desk regarding tuition, billing and refund inquires.
  • Apply and remove stop registration codes on student accounting records.
  • Performed other duties as assigned.

Required Qualifications


Required: Associate Degree Required.


  • Minimum three to five years related work experience required. ears’ experience preferred.
  • Additional education may be substituted for experience.
  • Proficiency in the use of software applications, databases, spreadsheets, and/ or word processing required.
  • Understanding of Title IV financial aid as it pertains to students' accounts.
  • Experience working closely with students/families in a higher education environment.
  • Have strong communication skills that include the ability to present information in a public manner as well as one-on-one meetings.
Preferred Qualifications
Preferred: Bachelor’s degree in accounting or related discipline.

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