Student Accounts Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Student Accounts Specialist

Job Details and Requirement:

Department: Student Accounts         

Supervisor: Senior Manager of Student Accounts

 

GENERAL DESCRIPTION 

The Student Accounts Specialist independently performs financial analysis, account reconciliations, reporting, and daily student accounts operations. The position maintains accurate billing, cash receipts, student account transactions, and financial records and reconciles activity in the Student Information System (SIS) with the College’s general ledger in Workday. Because Student Accounts serves as a primary point of contact for students and families regarding financial matters, the position requires a high degree of patience, professionalism, empathy, and customer service, including the ability to navigate complex or sensitive conversations while maintaining accuracy and consistently following through to resolution.

The Specialist applies accounting knowledge and independent judgment to review trial balances, investigate discrepancies, resolve reconciling items, and prepare supporting documentation for financial reporting and audits. Responsibilities include scholarship, tuition remission, federal financial aid, housing and meal plans, and other student account reconciliations.

The Specialist serves as the Senior Manager of Student Accounts’ key operational partner across all areas of the department, sharing responsibility for daily operations, financial analysis, problem-solving, departmental projects, and process improvements.

The Specialist partners with the Senior Manager to develop and implement procedures, address changing priorities, and maintain continuity of service. The position also plays an active role in the consortial SIS implementation scheduled to go live in July 2027, including testing, data validation, financial integrations, and the transition to new workflows.

                                               

ESSENTIAL FUNCTIONS

 

• Answer incoming student account calls, manage the department’s primary email account, and assist students, parents, and office visitors with billing, balances, payments, refunds, and account policies. Take ownership of inquiries through resolution, including researching issues, coordinating with other offices when necessary, and providing timely follow-up.

• Perform recurring and year-end reconciliations between SIS activity and the Workday general ledger, including student receivables, revenue, clearing accounts, and balance sheet accounts.

• Performs reconciliations between SIS and other systems used across campus.

• Analyze trial balances, general ledger detail, SIS transaction reports, and supporting records to identify missing transactions, incorrect mappings, posting errors, timing differences, and unexplained variances.

• Prepare and process appropriate journal entries and financial adjustments; maintain reconciliation schedules, supporting documentation of outstanding items and their resolution.

• Partner with the Senior Manager of Student Accounts on year-end reconciliations, annual balance sheet reconciliations, interim audit fieldwork, and supporting audit requests.

• Prepare and review student billing statements in CX or the successor SIS and publish statements through Transact.

• Post and verify billing updates, wire payments, lockbox payments, returned checks and fees, manual debit and credit adjustments, and other student account transactions.

• Post student health service charges, and fines, and all other miscellaneous charges. Process returned Cashnet or Transact payments.

• Process ad hoc refunds, electronic refunds, and student refund requests in accordance with federal, state, and institutional policies and procedures.

• Adjust tuition, meal plan and housing charges when students drop courses or request a leave of absence.

• Review account activity for accuracy, investigate transaction discrepancies, and coordinate timely corrections. Perform spot audits regularly.

• Analyze monthly accounts receivable aging reports, identify past-due accounts, and recommend follow-up priorities to the Senior Manager.

• Contact students about outstanding balances, document outreach, and provide due diligence in collecting amounts owed.

• Partner with the Senior Manager to review accounts for semester holds and remove holds after payments are received or qualifying payment arrangements are documented.

• Provide guidance on policies and daily student account decisions in the supervisor’s absence.

• Assist with preparing collections files and sending them to agency each semester.

• Communicate policies and procedures clearly and accurately, and assist with communications for new, returning, and non-Pitzer students for fall, spring, and summer.

• Research, resolve, or refer student disputes and appeals in collaboration with the responsible departments; document outcomes and provide timely follow-up.

• Navigate difficult or sensitive interactions with students and families with patience, empathy, professionalism, and sound judgment; de-escalate concerns, clearly explain policies and financial information, identify appropriate solutions or next steps, and follow through to resolution.

• Establish and maintain a standard appointment process using existing kiosk functionality to streamline student scheduling with the team.

• Partner with communications to create and post departmental communications on social media platforms and all communications that go out to the community

• Serve as a key Student Accounts partner in the consortial implementation of the new SIS scheduled to go live in July 2027.

• Collaborate with the Senior Manager, IT, Accounting, Financial Aid, Registrar, and implementation partners on system configuration, testing, and transition activities.

• Validate converted student account data, opening balances, historical transactions, and financial reports; investigate and document conversion discrepancies.

• Test billing assessments, payments, financial aid postings, refunds, adjustments, and reporting. Document testing results and coordinate resolution of system issues.

• Validate account mappings and financial integrations between the SIS and Workday by tracing transactions through to the ledger and reconciling test results.

• Develop procedures and reconciliation workflows for the new SIS with the Senior Manager, support staff training, and assist with post-go-live reconciliation and troubleshooting.

• Partner with the Senior Manager to research, design, implement, and evaluate new processes and procedures that better meet departmental needs, including billing, reconciliation, reporting, payments, and collections.

• Document and maintain standard operating procedures and reconciliation guides; recommend internal controls and workflow changes that improve accuracy and consistency.

• Work across Financial Aid, Registrar, Admissions, IT, Student Affairs, Housing and Finance and other campus offices to resolve issues, build effective working relationships, and support improvements to student accounts operations.

• Represent Student Accounts in meetings as requested, gather relevant information, and report findings and recommendations to the Senior Manager of Student Accounts.

• Perform other related duties and special projects as assigned.

 

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

 

• Strong working knowledge of accounting principles, accounts receivable, journal entries, general ledger activity, trial balances, and clearing and balance sheet reconciliations.

• Ability to interpret Workday financial reports and trace SIS transactions to corresponding ledger activity, investigate discrepancies, and determine appropriate corrections.

• Knowledge of scholarship, tuition remission, federal financial aid, housing and meal plan, and other student account transactions and their reconciliation requirements.

• High attention to detail when posting lockbox payments, manual debit and credit adjustments, and other financial transactions.

• Proficiency with Microsoft Office and Excel, including formulas, lookups, pivot tables, and reconciliation workbooks; ability to analyze detailed transaction data and maintain clear financial documentation.

• Ability to participate in system implementation, data validation, user acceptance testing, financial integration review, and process documentation.

• Ability to maintain current knowledge of federal, state, and institutional programs, regulations, policies, and procedures, including college billing and refund policies, FERPA confidentiality requirements, and federal Title IV regulations.

• Ability to exercise independent judgment, research complex account issues, prioritize concurrent reconciliations and operational deadlines, and escalate matters appropriately.

• Strong written and verbal communication skills to communicate with students, parents, colleagues, and the campus community; ability to explain financial activity and resolve concerns professionally. Demonstrated customer service skills and ability to work effectively with individuals who may be frustrated, confused, or concerned about financial matters, while maintaining patience, professionalism, accuracy, confidentiality, and appropriate boundaries.

• Ability to collaborate with the Senior Manager and campus partners to implement procedures, improve workflows, and support staff.

• Discretion and sound judgment when handling confidential and sensitive information.
• Adapt quickly to changing priorities, new procedures, and evolving technology while working efficiently and accurately in a fast-paced environment.

• Demonstrate a willingness and ability to learn and work in both the current and new Student Information Systems concurrently during the implementation and transition period.

• Take initiative and step in to support colleagues, assist with time-sensitive work, and address departmental needs as they arise.

• Bring a positive, approachable attitude and a strong commitment to serving students and the campus community while maintaining professionalism in all interactions. Demonstrate curiosity and a continuous improvement mindset by questioning inefficient processes, identifying opportunities to use technology more effectively, and proposing practical solutions that improve accuracy, efficiency, and the student experience.

• Use available reports, system tools, documentation, training materials, and campus resources to research questions, investigate discrepancies, and work through unfamiliar issues independently.

• Demonstrate persistence, resourcefulness, and accountability when resolving complex issues; independently pursue questions through available systems and resources, follow issues through to resolution, and escalate appropriately after completing reasonable research and bringing forward findings and potential solutions.

• Remain receptive to feedback and ongoing learning, and contribute to a collaborative and service-oriented office environment.

Education/ Experience: A bachelor’s degree is preferred, or an equivalent combination of education, training, and relevant experience that provides the required knowledge, skills, and abilities. Three to five years of progressively responsible experience in accounts receivable, accounting, bookkeeping, financial analysis, student accounts, or a related field, including demonstrated experience performing account reconciliations and resolving complex account issues. Prior experience in a fast-paced office setting is required. Higher education experience is a plus.

 

Preferences:  Bi-lingual in Spanish desirable.

 

Licenses/Certifications:  None

 

Supervisory Responsibility: None.

Work Schedule:  This is a full-time position working 40 hours per week for 12 months per year in office. The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday.  These hours may vary due to needs of the College or department.

 

Compensation: Budgeted Pay Range: $24.00-$25.00 per hour

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.

 

 Physical Requirements:

• Sit for prolonged periods of time;

• Operate a computer for prolonged periods of time;

• Communicate with others by email, in person and over the telephone;

• Read printed materials and a computer screen;

• Have the mobility to work in a standard office setting and use standard office equipment;

• Assist with the set-up and teardown of event tables, signage and other materials.

• Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting;

• Lift 15 pounds from the ground to waist level unassisted; and

Classifications:

No AB1825
Yes Responsible Employee
No CSA Reporter
No Mandatory Reporter
Yes FERPA

Instructions: Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.

Reporting Definitions

• Campus Security Authority Reporter (CSA): Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible.
• Federal Educational Rights and Privacy Act Reporter (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom.
• Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect.
• Responsible Employee: Any employee who has the authority to take action to redress sexual violence, who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate School designee; or whom a student could reasonably believe has this authority or duty.