Student Services Coordinator II (Student Business Office)
- College of the Canyons
- Location: Santa Clarita, California
- Category: Admin-Student Affairs and Services
- Posting Date: 01/23/2019
- Application Deadline: Open until filled
Reporting to and under the direction of the Director, Student Business Office, coordinates activities related to processing third parting billing, special programs, collection of student registration and/or other fees, monitoring account aging, balancing daily deposits, cashiering duties and auditing and disbursements of student/third party refunds. This position is responsible for complete and accurate accounting records for all student accounts - tuition collections, refunds, and third-party billings and deferments. Performs technical accounting and auditing work in analyzing student accounts, identification and correction of irregularities, post and review of student accounts, reports and assists in compliance with applicable rules, regulations, policies and procedures. Oversees sponsorship account setup and maintains records. Assures compliance with state and federal regulations, policies, and procedures. Performs other related duties, as assigned.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Specializes in third party billing accounts, including California Promise Programs, military agency sponsorships, state and federal programs, scholarships, business education programs, insurance payments and special payment accounts. Prepares and processes third-party billing statements, assures paperwork is accurate and complete, monitors and processes payments and refunds, tracks aging accounts, updates billing information, and coordinates activities with students, staff, college departments and third-party agencies such as U.S. Department of Veteran Affairs, social services agencies, private organizations, etc.
Communicates with third party agencies to arrange payments or resolve discrepancies as necessary. Approves and establishes new third party agreements with providers, as necessary. Maintains currency on third party financial reporting regulations and procedures. Serves as liaison between the District and the United States Department of Veteran Affairs, State Approving agency for Veteran Affairs and other related organizations regarding veteran affairs student accounts. Represents District as a Certifying Official with U.S. Department of Veteran Affairs.
Creates and maintains a variety of complex financial and statistical reports and summaries related to student accounts. Prepares, files, and reconciles required tax reports. Receives, reviews, balances, and reconciles accounts and financial reports from records maintained. Records and reconciles web credit card transactions.
Audits, monitors, posts, reconciles, and adjusts student and general ledger accounts, student accounts receivable; including compiling and analyzing accounting data and statements for managers and auxiliary operations, as necessary to ensure proper internal control.
Set-ups and monitors payment arrangements, fee deferments and waivers in the system. Coordinates disbursement and monitoring of emergency loans.
Coordinates and performs all operations of activities pertaining to student accounts. Assures prompt and proper payment of invoices, collection of funds, and funds deposited in student accounts and general ledgers.
Assists Director with implementation of auditor recommendations, maintenance of current procedures regarding student accounts, monitors and evaluates cashiering procedures. Assists Director in ensuring compliance with audit requirements and identifying and reporting compliance issues to the Director if the issues cannot be resolved. Assists with development of strategies to fulfill audit findings.
Processes student collection accounts. Issues letters, conducts collection calls, tracks , issues student balance statements, forwards past due collection accounts to a third party recovery agency, updates agency on payments and removal of collections, posts collection payments, and processes write-offs.
Processes student related refunds and disbursements. Verifies refund requests and student accounts for accuracy, applies refund processing fee if applicable, and compiles records for processing.
Maintains various student payable and/or receivable, databases and logs, detailed student records and ledgers, issues student billing statements, and establishes/creates new student accounts.
Receives, posts, and balances daily receipts and reconciles cash receipts to student accounts. Makes daily deposits of district money, compiles daily paperwork, processes monthly balancing reports and adheres to appropriate cash handling and management procedures.
Audits, monitors, posts, reconciles and adjusts general ledger accounts, student accounts receivable; including compiling and analyzing accounting data and statements for managers and auxiliary operations.
Advises students, staff and public of appropriate Student Business Office policies and procedures as part of the customer service commitment to the College and community.
Advises students and evaluates financial holds.
Prepares, files and reconciles required tax reports.
Distributes payroll checks and financial aid checks.
Interfaces with staff, students and vendors in order to monitor contract payments and to prepare written reports.
Performs document imaging functions. Utilizes specialized software and hardware to image and index a variety of documents related to student records, student services, and/or special projects.
Assembles and composes correspondences independently or in accordance with general instructions.
Cross-trains and performs the essential duties of equal or lower level classifications/positions within the department.
Complies with FERPA and collection account laws and regulations.
Provides administrative, clerical support, and process document imaging as needed.
Completes assigned projects in a professional and timely manner.
Applies knowledge of modern office practices and equipment including expert use of computers for word processing, record management, state and institutional reporting requirements and filing systems.
Exercises tact and diplomacy in working with student, staff, faculty, administrators and community members.
Performs other related duties, as assigned.
Demonstrated Knowledge and Abilities:
Position requires knowledge of:
Generally accepted accounting principles, practices, and procedures applicable to community college districts.
Methods, practices and terminology used in accounting and computerized accounting systems.
Federal, state and local rules regulations and requirements related to Student Financials, Financial Aid, and District accounting functions.
Financial analysis and research techniques.
Computer software applications including spreadsheet, database, and word processing programs such as Microsoft Excel, Access, and Word.
Modern office practices, procedures and equipment.
District organization, operations, policies, and objectives.
Interpersonal skills using tact, patience, and courtesy.
State Education Code and other applicable laws.
Position requires ability to:
Assure compliance with district, state and federal regulations, legal mandates, policies, rules, and guidelines regarding student financial functions, including Title IV, California Education Code, and FERPA law.
Analyze data and situations, reason logically, draw valid conclusions and develop effective solutions to system problems.
Design methods of processing data with electronic computers.
Coordinate, organize, schedule and perform responsible and complex accounting procedures within governmental compliance constraints and laws.
Prepare clear and concise fiscal, financial and narrative reports.
Apply knowledge of modern office practices and equipment including automated word processing, record management and filing systems, telephone techniques, correspondence and report writing.
Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
Provide appropriate information to the students, faculty, staff, and the public in a friendly and professional manner.
Maintain confidentiality when dealing with sensitive and privileged material and information.
Take responsibility and use professional judgment based on established guidelines and procedures.
Communicate effectively orally and in writing.
Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
Adapt to changing student and procedural requirements.
Show willingness to participate in cross-training activities; ability to learn quickly and retain new information.
Demonstrate excellent customer service skills and ability to multi-task in a high stress, team-oriented environment.
Assume responsibility and perform repetitive work, or continuously perform the same work with accuracy and efficiency.
Type with speed and accuracy; make mathematical calculations in a like manner.
Utilize with a high level of skill a variety of computer software, including word processing, spreadsheet, database and other business-related software.
Apply knowledge of basic methods and techniques of organization and planning.
Interpret policies, regulations and operational procedures pertaining to this service area to staff and students.
Demonstrate clear evidence of sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and community.
Two (2) years of full-time equivalent experience assisting the general public with payment processing, financial counseling, billing and/or third party invoicing while performing accounting and financial record management related functions. Position requires proficient use of Microsoft Excel software application.
Education equivalent to an Associate’s degree (60 semester units) from an accredited institution is required. Two years of related experience in addition to that identified above may be substituted for each one-year (30 semester units) of college.
Bachelor’s degree or higher with an emphasis in finance, accounting, business administration, or a related field.
Experience working in a student business office, financial aid office and/or accounting department.
Previous experience working in community colleges, universities, high schools, or community agencies.
Experience processing program billing and invoicing.
Experience with auditing, monitoring, posting and reconciling general ledger accounts.
Customer service experience.
Experience using document imaging software.
Experience using an administrative database (such as Banner, Datatel, or PeopleSoft).
Salary placement will be on Range 32 of Classified Represented Salary Schedule B
($4,647 - $7,500 per month). Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($4,647 / $4,931 / $5,210 per month) of this 20-step salary range.
Probationary period for new Classified employees is one year. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed.
Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; stooping, kneeling, crouching, crawling, twisting/turning, bending at the waist, and reaching in awkward positions; frequently exerting 10 to 20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; handling and working with various materials and objects; intermittent exposure to impatient, angry and/or verbally aggressive individuals; and travel from site-to-site.
District Classified Employee Benefits:
Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.
RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California. Various additional benefit options are available to retired employees.
Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
Board of Trustees approval.
Official, sealed transcripts are required upon offer of employment.
Equal Employment Opportunity:
The Santa Clarita Community College District does not discriminate on the basis of race, religious creed, color, ethnic or national origin, ancestry, citizenship status, uniformed service member status, physical disability, mental disability, medical condition, marital status, sex, pregnancy, age, sexual orientation, gender identity, or any other protected basis under the law.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.
About the District:
Innovative. Collaborative. Entrepreneurial. These qualities not only define College of the Canyons, they characterize the faculty, staff and administrators who make this college one of the most unique among California’s 115 community colleges.
Established in 1969, College of the Canyons is among the fastest-growing community colleges in the nation. It is widely recognized as a model community college for enhancing student access, success and equity. In fact, its completion rates rank among the highest in the state. The college has established a well-deserved reputation for bolstering economic development and offering innovative career technical education programs that are responsive to industry needs.
Guided by visionary leadership, College of the Canyons serves a dynamic, growing 367-square-mile area of northern Los Angeles County that encompasses the City of Santa Clarita, the third largest city in Los Angeles County after Los Angeles and Long Beach, as well as the surrounding greater Santa Clarita Valley. A steady infusion of new residents and businesses creates a spirit of limitless possibilities that inspires the college to be flexible, creative and attuned to the region’s evolving needs. The expanding diversity of the community is mirrored by the college, which qualifies as a Latino-serving institution.
The college’s influence in the community is best illustrated by the dozens of collaborative partnerships it has forged with local school districts, government entities and service organizations. More than 75,000 children from every local school district have experienced the arts as part of the college Performing Arts Center’s K-12 Arts Education Outreach Program. Academy of the Canyons, an early/middle college high school ranked among the top 10 percent of high schools in the nation, is housed on our Valencia campus.
College of the Canyons is housed on two campuses, in Valencia and Canyon Country. It offers 83 associate degree programs, including 21 that provide guaranteed transfer to the California State University system, as well as 71 programs leading to workforce training certificates. Classes are offered during traditional fall and spring semesters, as well as shorter, intensive summer and winter sessions. In addition, the University Center at the Valencia campus has removed barriers to higher education by offering approximately 40 bachelor’s and master’s degree programs, as well as certificates and credentials, from five public and private universities. The center has enriched the lives and livelihood of more than 14,500 students and 2,600 graduates since opening in 2002.
Because of the college’s reputation for consistently meeting the needs of the community, local voters have approved three bond measures valued at more than $472 million since 2001. The college also secures substantial funding from the state, and millions of dollars in grants each year that allow new, cutting-edge programs to be developed and facilities to be built to accommodate them.
Given its commitment to growth and innovation, College of the Canyons has set a new standard for what a college and its students can achieve. It is a vital cultural, educational and economic force in the region. Join us here, and you will discover unexpected opportunities, the freedom to innovate, and a chance to shape the future.
APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/Offices/HumanResources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 - 5 weeks following the Review Date as to the status of their application.
All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.
Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:
Online District CLASSIFIED Application.
Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
Supplemental Questionnaire. Please answer the following questions as part of your application packet.
Please describe your professional experience assisting the general public with payment processing, financial counseling, billing and/or third party invoicing while performing accounting and financial record management related functions. Highlight any previous experience you may have working in community colleges, universities, high schools, and/or community agencies. Include employer name(s), position title(s), dates of employment, full-time or part-time status (including number of hours per week), your roles and responsibilities. Please provide your total years of verifiable full-time equivalent experience in this field.
Do you possess an education equivalent to an Associate’s degree or higher from an accredited institution? If so, please all list coursework completed in finance, accounting, business administration, or a related field. Please provide a legible copy of your college/university transcript in your application packet. (Copies of diplomas are not acceptable in lieu of college transcripts.) If you do not possess an Associate’s degree, and you are using additional years of work experience in lieu of semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
Please describe your customer service experience, and the roles you played in serving the public.
Describe your experience processing program billing and invoicing. How did you monitor these invoices to assure that payments were processed accurately and in a timely manner?
Describe your experience working with an administrative software program (such as Banner, Colleague, Datatel, or PeopleSoft) or a proprietary system.
Please describe your methods for organizing multiple projects and daily work.
Please describe your experience providing clerical/administrative support in the workplace. Describe how your work supported your manager or department.
Describe four (4) positive personality attributes you have and tell how those attributes would lend to your success in this position.
Why are you interested in working as a “Student Services Coordinator II (Student Business Office)” at College of the Canyons?
Letters of reference are optional.
Skills evaluation of candidates for interview may be required.
Travel and relocation expenses are the responsibility of the applicant.
Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
“Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
Applicants are encouraged to apply online. If you need assistance with the application process, contact:
Human Resources Office
TTY/TDD (661) 362-5178
or visit our website at
It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in lieu of the official application form.
The College is expecting to conduct initial interviews between the weeks of March 18, 2019 and March 25, 2019 and conduct final interviews between the weeks of March 25, 2019 and April 8, 2019. This is an estimated timeline, and is subject to change.
Positions are offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. This recruitment may be used for future vacancies.