Job Description Summary:

This position administers all curriculum sponsorships from employers, non-profits, government entities, and 529 college savings plans intaking student information, maintaining a comprehensive filing system of sponsorship data, facilitating bookstore purchases, navigating specialized sponsor programs, and performing all sponsor billing and collections functions. Executes the distribution of VA benefit funds ensuring that veteran entitlements are disbursed to the students when earned and returned to the VA when owed. Maintains a centralized invoicing and payment system for non-student accounts receivables for secondary and auxiliary services. Disburses all student emergency grants and loans and bills various grants for payment of expenses. Distributes all tuition refunds for the timely return of overpayments. Performs multiple monthly and year-end business maintenance functions which allow for accurate accounting and reporting and serves as backup to other Business Operations staff performing supporting tasks for travel, cashiering, accounts payable, and other areas as assigned.

Duties:

1. Collects, reviews, and processes sponsorship documents soliciting supplements and corrections, when needed, to ensure that all records are retained according to state regulations and college policies.
2. Maintains a comprehensive, term based, digital sponsorship filing system for informational, billing, and audit purposes while utilizing up-to-date software and technologies to ensure all records correspond to data entered in the college ERP system.
3. Issues sponsored student vouchers for use in the campus bookstore or with approved third-party vendors to allow sponsored students to utilize sponsor provided funds while charges are passed through to sponsors. Generates vendor invoices and/or credit memos with supporting documentation, and consistently monitors third-party account collections in compliance with required standards.
4. Administers the accounts receivables function for sponsorships including billing, receipting, follow up invoicing, emails, phone calls, etc. to resolve all outstanding balances.
5. Designs, maintains, and updates the A-B Tech third-party sponsorship webpage ensuring all forms, dates, policies, and procedures listed there align with current college policies.
6. Learns and navigates multiple third-party, online billing and payment portals including the US Veteran’s Administration, AmeriCorps, and various state college savings programs ensuring these sponsorships are processed and billed according to program specifications to avoid any delay in the timely settlement of outstanding receivables.
7. Serves as third-party sponsorship support to continuing education, including training and mentoring CE staff on current best practices as prescribed by system office and/ or college updates.
8. Processes all student tuition and continuing education refunds, extracting data from college ERP system reviewing each refund for accuracy, creating refund vouchers, and transmitting refunds to the college’s third-party refund partners.
9. Coordinates directly with VA liaison for A-B Tech to process all VA benefit dispersals, returns, and refunds that are not processed through the sponsorship program including accessing the PayVA portal for ACH transfer of funds for Debt Return letters.
10. Administers the distribution of all internal and third-party emergency grants and loans issued to students, issuing student vouchers and/or checks for various crisis costs including tuition, books, rent, utilities, etc. and maintaining records for the reconciliation of grants to clearing accounts for settlement, generating grant invoices and/or credit memos with supporting documentation, and consistently monitoring the grant account receivables in compliance with required standards.
11. Performs monthly accounts receivables and cash receipting maintenance processes to reduce payment allocation issues, analyze account holders’ accounts and assist with maintaining a balanced accounts receivable and general ledger.
12. Assists in the monthly transfer of interfund receivables and liabilities created by A/R transactions, working with accounts payable and the state accountant to issue and receipt the requisite checks for the monthly settlement.
13. Assists with the preparation of annual financial statements by researching and compiling all outstanding non-student account receivables. Records entries in the lead sheet spreadsheet for review by the controller.
14. Reconciles the financial aid bookstore purchases in the ERP system to the bookstore point of sale system to ensure that all such bookstore charges are applied correctly to student financial aid balances.
15. Administers a comprehensive, centralized system for tracking and reconciling the invoicing of all non-student accounts and grants receivables invoices from numerous invoicing points across the A-B Tech organization while also generating invoices for multiple programs and grants, working with accounting staff to ensure the timely settlement of certain accounts and grants receivables.
16. Processes bookstore, central supply, college vehicles, and duplication charges through the collection and analysis of financial data from across campus and the production of journal entries, check requests, and monthly department charge summaries.
17. Files monthly Sales and Use Tax return with the NC Department of Revenue.
18. Serves as backup to Accounts Payable assisting with vouchering, cutting checks, and processing travel requests during absences. Also supports cashiers as needed, including preparing daily deposits, processing daily receipts, and providing customer service for students, faculty, and staff.
19. Contributes to the College Vision, Mission, Values, and RISE statement.
20. Supports workforce diversity in all its aspects.
21. Performs other duties as assigned.