Business Office Manager (Hybrid)

Allegany-College-of-Marylan; California (MO); On-site; USD 55,000 - 85,000; Full time

Job summary

Allegany-College-of-Marylan seeks a Business Office Manager to oversee student billing, accounts receivable and financial aid transactions. The role ensures accurate general ledger records, reconciliations, and timely processing of refunds and deposits.

The successful candidate will lead accounts receivable activities, supervise back-office staff, and liaise with auditors while maintaining strong customer service and compliance with GAAP and GASB.

Qualifications

• Bachelor's degree in Business or Accounting required.
• Minimum 3 years in a business office, billing or AR role.
• Experience with Ellucian Colleague ERP preferred.
• Knowledge of GAAP and GASB and ability to draft financial statements.
• Strong Excel skills and data analysis.

Responsibilities

• Oversee student accounts and receivables management and billing processes.
• Maintain accurate records for the general ledger and financial aid transactions.
• Reconcile deposits, refunds and journal entries; assist auditors as needed.
• Manage delinquent accounts, payment plans and collections coordination.
• Provide leadership in office procedures and cross-training of staff.

Skills

Customer service

Communication

Excel formulas

GAAP knowledge

Fund accounting

Billing processes

Education

Bachelor's Degree in Business or Accounting

Tools

Ellucian Colleague ERP

Microsoft Office

Job description

The Business Office Manager is responsible for the determination of charges, billing, collecting and refunding of student tuition and fees including financial aid transactions. This position provides support in maintaining accurate and detailed records pertaining to the student billing system and the general ledger. This position is responsible for all procedures and functions of the Business Office in the absence of the Director of the Business Office.

Student Accounts and Receivables Management:

1. Processing student award disbursements and maintaining accurate, detailed records for federally funded student and grant aid programs, including executing aid disbursements processes, processing student refunds, applying refunds to outstanding housing balances and prior-term account balances, and tracking refund issuance and mailing status.
2. Administering delinquent student accounts by assessing late fees, enforcing financial obligation restrictions, coordinating with collection agencies, issuing overdue billing notices, and managing payment agreements, including maintaining records and monitoring compliance with established payment commitments.
3. Resolving billing and collection issues for student accounts which includes processing any prorated refunds for students who provide the proper documentation.
4. Billing students and reviewing student accounts to ensure all charges are accurate and properly assessed, as well as ensuring that various payment types are received and properly posted to accounts and/or processed as refunds as applicable.
5. Preparing and monitoring various third-party agency, waiver and scholarship billings and payments.
6. Reconciling and processing any student deposits pertaining to credit fees.
7. Processing any returned checks from the bank for non-payment.
8. Administering P-TECH grant activities by preparing grant budget requests, reviewing eligible student accounts and calculating funding amounts, processing grant vouchers, and completing required program and financial reports.
9. Monitoring and reconciling miscellaneous accounts receivables, processing year-end journal entries, and prepare supporting reconciliations and documentation for external auditors.
10. Dispensing and reconciling monies from the College Petty Cash fund according to established policies and procedures.
11. Processing journal entries for monthly cost accounting and the Campus Store daily deposits.
12. Verifying students’ eligibility to graduate which includes generating the student grade hold list each semester.
13. Verifying accounts for student insurance billing.
14. Processing the application of Health Manpower credits and refunds to student and sponsorship accounts.

Office Management Duties:

1. Responsible for the operation of the Business Office in the absence of the Director of the Business Office.
2. Providing leadership and ensuring cross-training of the other Accounts Receivable personnel.
3. Working with the Office of Technology Experience & Services to maintain and improve the billing system.
4. Scheduling and supervising work-study students.
5. Purchasing Business Office supplies.
6. Developing and recommending changes in the collection and billing procedures as appropriate.
7. Counseling individuals and agencies on matters relating to the College policies concerning tuition and fees.
8. Monitoring and managing the shared Business Office email inbox, including responding to inquiries in a timely and accurate manner and directing messages to other appropriate departments as needed.
9. Assumes other responsibilities as requested by the Director of the Business Office.

Bachelor’s Degree in Business, Accounting or related field with a minimum of 3 years of experience in a Business Office environment, such as a billing or accounts receivable office, or related expertise.

• Knowledge of various software programs including the ability to learn and use the Ellucian Colleague ERP accounting system
• Knowledge of basic accounting rules (GAAP & GASB) including the ability to draft applicable financial statements from financial data
• Must have the ability to interpret and follow applicable procedures and regulations of federal, state, and local funding agencies
• Proficiency with Microsoft Office products including the ability to create and manipulate Excel spreadsheets using basic formulas
• Excellent customer service and communication skills
• Knowledge of Multiplication, Division, Percentages