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Student Accounts Specialist

22nd Century Technologies, Inc.
$ 26.44 /hr. on W2
United States, Virginia, Hampton
Jan 12, 2026
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 Job Description: 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. Required Knowledge: 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. Required Abilities: 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. Required Skills: 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. Preferred Qualifications: Accounting experience in higher education, government, or nonprofit entities. Role & Responsibilities: 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 NelNet. 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 follow up on outstanding balances. Prepare quarterly accounts receivable reports. Coordinate with dual enrollment teams for Early College Program billing. Manage student waivers (VMSDEP, Senior Citizen, Cross Registration). Create and maintain continuous learning contracts. Financial Aid Processing: Work with Financial Aid to post disbursements accurately. Reconcile AIS/SIS/G5 records and prepare drawdown documentation. Process and reconcile financial aid refunds; address discrepancies with NelNet. Monitor undeliverable financial aid refunds; send unclaimed Federal refunds for DOE returns. Support monthly federal/state reconciliations (SIS, AIS, G5, COD). Prepare wire transfers and journal entries. Process bookstore (Follett) financial aid invoices. Reconcile scholarships, local grants, and foundation awards. Additional Duties: Assist with collections-related tasks. Identify outstanding receivables; send accounts to Department of Taxation, collection agencies, Attorney General's Office, or VP of Finance for write-off approval. Process matched claims and reconcile Debt Set-Off payments. Coordinate with Military & Veteran Services when required. Accounts Receivable: Identify and validate outstanding accounts receivable and perform due diligence activities. Submit valid student balances to the Department of Taxation, the Collection Agency, the Attorney General's office, and write-off approval to the VP of Finance. Monitor student accounts for adjustments and Department of Taxation matches. Process matched claims as per departmental procedures and Debt Set Off policies. Prepare and reconcile deposit documentation for Debt Set Off and collection agency payments.