Student Accounts Specialist

Job Title: Student Accounts Specialist
Location: Hampton, VA 23666
Pay Rate: $26.44 /hr. on W2 without benefits
Duration: 6+ months
Work Hours: 8:30 am to 5:00 pm
Shift Timing (Day/ Evening/ Night): Day

• This role is responsible for delivering exceptional customer service, maintaining accurate student account records, and processing revenue and receivable transactions in accordance with policies set by the Commonwealth of Virginia, the Virginia Community College System (VCCS), and Virginia Peninsula Community College.
• The position requires timely, courteous, and professional responses to all inquiries received by the Student Accounting Office. Duties include processing payments, preparing bank deposits, reconciling transactions in AIS, managing third‑party and student billing, supporting financial aid operations, and ensuring compliance with state and federal guidelines.
• The employee is expected to embody the College's Culture of Care, fostering a supportive and inclusive environment for students, staff, and the community.

• Thorough knowledge of student financial aid processes and terminology.
• Thorough knowledge of GAAP and fund accounting.
• Thorough understanding of state fiscal policies.
• Deep knowledge of student accounts functions.
• Strong knowledge of customer service best practices and business telephone etiquette.
• Proficiency in Microsoft Office or equivalent software.
• Strong oral and written communication skills.
• Excellent interpersonal abilities.
• Exceptional attention to detail.
• Strong mathematical and analytical skills.
• General bookkeeping competency.
• Customer service skills including active listening, conflict resolution, and empathy.

• Work independently or collaboratively.
• Interpret laws, regulations, and policies.
• Prepare financial reports and statements.
• Perform accurate numerical calculations.
• Communicate effectively with diverse populations while maintaining confidentiality (FERPA).
• Maintain accurate, well‑organized records.
• Prioritize multiple tasks and meet deadlines with accuracy.
• Travel/work across multiple campus locations.

• Significant experience in technical accounting support (posting, balancing, reconciling).
• Strong numerical accuracy and data verification experience.
• Experience resolving student/customer inquiries.
• Experience in accounts receivable or customer service.
• Ability to work at all campus locations.

• Accounting experience in higher education, government, or nonprofit entities.

• Customer Service & Support:
  • Provide accurate, timely responses to calls, emails, office visitors, and support tickets.
  • Coordinate with other campus departments to resolve issues.
  • Maintain complete and accurate information when supporting students and staff.
• Cashiering & Student Account Management:
  • Manage student accounts in SIS and WES, including service indicators, charges, payments, and refunds.
  • Process payments received by phone, mail, in person, drop box, or EFT.
  • Research unidentified payments.
  • Prepare deposit batches, maintain logs, and complete daily balancing.
  • Resolve discrepancies prior to end‑of‑day closure.
• Refund Processing - State Refunds:
  • Process refund batches for SIS and WES, including web payments, payment plans, and Chapter 33 refunds.
  • Prepare funding transfer requests and reconcile with Nel Net.
  • Address discrepancies and manage manual submissions.
  • Monitor unclaimed or returned refunds; notify students and reissue if needed.
  • Submit unclaimed state refunds to the Virginia Unclaimed Property Program.
  • Submit non‑A/P vouchers to SSC (student refunds, Follett invoices, third‑party refunds).
• Audit & Record Deposits (State & Local Funds):
  • Enter deposit transactions into AIS per CAPP Manual requirements.
  • Verify cashier closing reports and reconcile online payments daily.
  • Maintain digital files and reconciliation logs.
  • Resolve discrepancies with banks, Treasury, and credit card processors (including chargebacks).
  • Process returned checks and ensure accurate AIS posting.
• Third‑Party Contract Management:
  • Create and maintain third‑party contract profiles in SIS and WES.
  • Review documentation, prepare invoices, track payments, and…