Business Office Customer Service Manager

Kentucky Community and Technical College System; Elizabethtown (KY); On-site; USD 55,000 - 56,000; Full time

Job summary

Elizabethtown Community & Technical College seeks a Business Office Customer Service Manager to lead the Business Office operations, including customer service, budgeting, financial reporting, staff supervision, and compliance. Supervises cash handling, student accounts, and front-end customer service to ensure accurate, timely services.

The role is on-site at Elizabethtown CTC for a 12-month term and requires strong communication, attention to detail, and the ability to manage multiple tasks

Qualifications

• Bachelor’s degree or equivalent years of experience.
• 2–4 years of relevant experience.
• Strong knowledge of word processing, databases, and spreadsheet applications.
• Excellent communication and ability to work under pressure.
• Maintain accurate records and confidentiality.

Responsibilities

• Coordinates customer service operations for the Business Office, including student interactions, office coverage, debt collection, bill processing, and overall customer service quality.
• Oversees and administers the Fresh Start Program and payroll budgeting functions.
• Enters personnel budget lines in PeopleSoft Financials for the annual budget cycle.
• Tracks and reports annual salary savings to the Vice Chancellor of Finance.
• Maintains and updates PeopleSoft Budget Headers and Weekly Report Holders for accounting chart strings.
• Manages payroll budgeting processes and reconciliation of scholarship funds as needed.
• Supervises Business Office work-study positions and staff, ensuring compliance with financial aid regulations.

Skills

Word processing

Databases

Spreadsheets

Education

Bachelor's degree or equivalent experience

Tools

PeopleSoft Financials

Job description

Title: Business Office, Customer Service Manager

Salary Range: $55,932.00

Contract Term Length: 12 Months

Work Location: On-Site

FLSA Status: Exempt

College: Elizabethtown Community & Technical College

Campus Location: Elizabethtown CTC

Department: Business Office

Total Rewards

Elizabethtown Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

ECTC is seeking a Business Office Customer Service Manager to provide leadership and oversight for the Business Office, including customer service, budgeting, financial reporting, staff supervision, customer service, and compliance. Supervises and coordinates cash handling, student accounts, and front-end customer service.

Job Duties

Responsibilities will include but are not limited to:

• Coordinates integrated customer service operations for external and student-facing services within the Business Office, including student interactions, office coverage, debt collection, bill processing, and the overall customer service experience.
• Oversees and administers the Fresh Start Program.
• Enters personnel budget lines in PeopleSoft Financials for the annual budget cycle.
• Tracks and reports annual salary savings to the Vice Chancellor of Finance.
• Maintains and updates PeopleSoft Budget Headers and Weekly Report Holders for accounting chart strings.
• Compiles and maintains position vacancies and salary savings, tracks payroll budget balances, advises on the need for budget transfers to avoid insufficient balances, processes payroll journals in PeopleSoft as needed, and reports out to departments.
• Completes oversight and administration for payroll budgeting functions.
• Processes all external scholarships and balances to the 16020 General Ledger report, which includes all external and selected internal scholarship posts. Processes journals as needed to ensure scholarships are posted to the appropriate chart string; provides scholarship reports to Financial Aid, Student Affairs, and the President’s Office as needed; and tracks, verifies, and processes scholarship funds that must be returned to donors.
• Handles cash management responsibilities, including reconciling the imprest cash change drawer and providing monthly reconciliation to the designated custodian.
• Writes and signs imprest checks, requests reimbursement of funds, and updates the imprest Check Register spreadsheet with all expenditures and deposits.
• Serves as a Custodial Level 2 procurement cardholder and edits and reconciles monthly procurement card statements.
• Maintains payroll information for grant positions, verifies and completes Time and Effort Certification forms, obtains signatures from principal investigators, and returns completed documentation to Sponsored Project Accounting at the System Office.
• Supervises Business Office work-study position(s).
• Reviews student accounts to verify Financial Aid Bookstore Release completion, ensuring federal financial aid is applied only to eligible courses and maintaining compliance with federal and institutional financial aid regulations. Supervises, supports, and evaluates staff within their unit.
• Other duties as assigned by the supervisor.

Minimum Qualifications

Position Requirements:

Education: Bachelor’s degree or equivalent years of experience. Typical years of relevant experience: 2-4 years.

Successful Candidates should demonstrate

• A working knowledge of word processing, databases, and/or spreadsheet application is required.
• Ability to accurately apply and explain policies, procedures, and record systems.
• Effective communication skills, oral and written.
• Ability to work under pressure and meet deadlines.
• Maintain accurate records and maintain confidentiality.
• Successful operation of standard office equipment such as fax, computer, telephone, and copy machines.
• Ability to convey information to a diverse population of students, staff, and the public.
• Skills to multitask and handle walk-in, phone, and internet requests in a fast-paced, high-volume environment.

Position is open until filled; the review begins September 2, 2026

Band 11 (Minimum $55,392.00)

KCTCS Title: Manager II, Financial Operations

Position # 10003840

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.

KCTCS/ECTC is an equal-opportunity employer and educational institution.