Student Accounts Advisor - Cashier

Palmer Theological Seminary of Eastern University; Saint Davids (PA); On-site; USD 42,000 - 54,000; Full time

Job summary

Palmer Theological Seminary of Eastern University is seeking a detail-oriented Cashier & Payment Processing Specialist to handle student payments, deposits, and refunds in a campus office.

You will advise students on balances and billing policies, support reconciliation with the accounting office, and assist with events and communications while maintaining FERPA confidentiality. Strong MS Office skills and experience with Ellucian Colleague are preferred, with occasional evening hours if needed.

Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• 1–3 years of experience in customer service or cashiering in higher education or related field.
• Strong communication, interpersonal, organizational, and problem-solving skills.
• Proficiency in Microsoft Office Suite; ability to learn ERP and payment systems.
• Experience with ERP systems such as Ellucian Colleague or similar SIS.
• Experience with payment processing, reconciliation, and financial transactions.
• Office environment with occasional lifting up to 15–20 pounds; some evening/weekend hours.

Responsibilities

• Post student payments and reconcile daily deposits.
• Advise students on balances, payment deadlines, payment plans, refunds, and holds.
• Reconcile transactions with the General Ledger; assist audits and reporting.
• Support campus events and coordinate with Financial Aid, Admissions, Registrar.
• Maintain confidentiality per FERPA; demonstrate integrity and professionalism.

Skills

Customer service

Communication

Attention to detail

Discretion

Problem-solving

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Ellucian Colleague ERP

Microsoft Office

Payment processing systems

Job description

Cashiering & Payment Processing

• Collect, process, and accurately post student payments received through various payment methods.
• Prepare and reconcile daily bank deposits in accordance with University policies and procedures.
• Maintain accurate balancing and reconciliation of cashiering transactions and payment activity.
• Ensure proper handling, safeguarding, and documentation of funds and sensitive financial information.
• Process returned checks, payment reversals, adjustments, and assist with student refund inquiries.

Student Account Advising & Customer Service

• Advise students and families regarding account balances, billing activity, payment deadlines, payment plans, refunds, and registration holds.
• Respond to student inquiries through phone, email, text messaging, written correspondence, and in-person interactions.
• Provide accurate information regarding University billing policies, procedures, and payment options.
• Assist students with navigating online payment portals and self-service systems.
• Maintain professionalism, discretion, empathy, and excellent customer service in all interactions.

Reconciliation & Administrative Support

• Collaborate with the Accounting Office to reconcile daily transactions and general ledger activity.
• Assist with account audits, balancing procedures, discrepancy resolution, and departmental reporting.
• Maintain accurate records and documentation in compliance with institutional policies and audit standards.
• Support compliance with University policies, federal regulations, and internal controls related to student financial transactions.
• Participate in testing and troubleshooting of student account and payment processing systems as needed.

Student Engagement & Departmental Support

• Attend and assist with University open houses, orientations, registration events, and other campus activities as requested.
• Collaborate with Financial Aid, Admissions, Registrar, and other departments to support student success and retention.
• Assist with communications related to billing reminders, payment deadlines, registration readiness, and account resolution.
• Promote a welcoming, professional, and service-oriented environment that supports the mission and values of the University.

Professional Expectations

Demonstrate integrity, professionalism, fairness, respect, and accountability in all interactions. Maintain confidentiality of student and financial information in compliance with FERPA and University policies. Exercise strong attention to detail and sound judgment in handling financial transactions. Perform additional duties as assigned in support of departmental and institutional operations.

The ideal candidate must possess a high school diploma or equivalent; an associate’s or bachelor’s degree is preferred. Candidates should have 1–3 years of experience in customer service, cashiering, accounting support, higher education, or a related field. Strong communication, interpersonal, organizational, and problem-solving skills are essential, along with proficiency in Microsoft Office Suite and the ability to learn institutional systems and processes. Preferred qualifications include experience in higher education, student accounts, bursar operations, banking, or financial services, as well as familiarity with ERP systems such as Ellucian Colleague or similar student information systems. Experience with payment processing systems, reconciliation procedures, and financial transaction management.This position operates primarily in an office environment and requires extended periods of sitting, computer use, and frequent interaction with students, families, faculty, and staff. The role may require occasional lifting of deposit bags, files, or office materials up to 15–20 pounds. Occasional evening and weekend hours may be required during peak registration periods, special events, or other departmental needs.