Student Accounts Assistant

Vermont State Colleges System; Johnson (VT); On-site; USD 22,000 - 32,000; Full time

Job summary

Vermont State Colleges System is seeking a detail‑oriented Billing Specialist to assist the Bursar with creating invoices, processing payments, and handling related financial transactions across Vermont State University campuses. You will follow up on unpaid balances and coordinate with third‑party payment entities to resolve issues.

The role supports campus departments in managing petty cash and student accounts, delivering accurate billing information, and improving student-facing resources

Qualifications

• Associate degree with 2–4 years relevant experience or equivalent.
• Bachelor’s degree with 2–4 years relevant experience preferred.
• Experience with billing, payments, or related financial transactions.

Responsibilities

• Assist Bursar in preparing and distributing student invoices.
• Process student payments and other cash receipts.
• Assist with billing adjustments, refunds, and bookstore vouchers.
• Follow up on overdue balances via email/phone.
• Coordinate with third-party entities for payment follow-up.
• Support staff with basic billing inquiries and data reporting.
• Maintain and improve student billing resources and portals.

Skills

Billing/Payments processing

Interpersonal & communication

Organizational & problem-solving

Aviso/Colleague/SelfService/Slate/MICR

Perceptive Content

Education

Associate degree

Bachelor’s degree

Tools

Aviso

Colleague

SelfService

Slate

Microsoft products

Perceptive Content

Job description

BASIC FUNCTION

Assist the Bursar to provide accurate invoices and billing information and process payments and other ad hoc financial transactions in support of Vermont State University and the Business and Operation function. Follow up on unpaid balances and communicate as needed with students and third-party payment organizations to resolve billing and payment issues. Work with designated people on campuses to manage petty cash needs of departments, faculty, and staff.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Assist the Bursar in preparing and distributing student invoices that are not generated automatically or that are otherwise needed in non-electronic form.
• Collect and process student cash or check payments and other ad hoc cash receipts from the campuses, including athletic event ticket fees and commuter or staff meal plan payments.
• Work with the Bursar to make billing adjustments, process bookstore vouchers, and serve as a backup for processing refunds as needed.
• Prepare automated communications and reach out individually as needed through email or phone to follow up with students who have an overdue balance, including those who have not paid the health insurance fee or submitted a waiver.
• Work directly with third-party organizations such as employers or the VA to follow up on payments.
• Assist faculty, advisors, and other staff with basic billing and payment information needed to solve a student inquiry or issue.
• Monitor billing and payment systems and assist with necessary changes to student facing resources such as student portal, web pages, online resources, and forms, and work with Financial Aid and Student Accounts to update as needed.
• Work collaboratively across departments and within Business and Operations to achieve Vermont State University financial goals, the university’s mission and vision, accessibility requirements, and diversity, equity, and inclusion initiatives.
• Demonstrate inclusivity and provide excellent customer service to both internal and external customers and stakeholders in all modalities, including in-person, telephone, e-mail, video call, live chat, texting, and the like.
• Perform other related duties as needed.

SUPERVISION RECEIVED

Direct supervision received from Bursar, or designee.

SUPERVISORY RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

Associate degree in appropriate discipline with two to four years relevant experience, or experience from which comparable knowledge and skills are acquired.

PREFERRED QUALIFICATIONS

Bachelor’s degree in appropriate discipline with two to four years relevant experience, or experience from which comparable knowledge and skills are acquired.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge:

• Understanding of the goals and objectives of Vermont State University including attention to sustainability, accessibility and diversity, equity, and inclusion.
• Understanding of financial accounts, payment processing, and policies related to privacy and compliance.
• Experience recording transactions, collecting data, and reporting on results pertaining to services provided.

Skills:

• Experience with managing and processing billing, payments, or other financial transactions.
• Excellent interpersonal and oral and written communication skills.
• Strong organizational and problem-solving skills.
• Experience with (or ability to learn) technologies such as Aviso, Colleague, SelfService, Slate, Microsoft products, and Perceptive Content.
• Proven record of accountability and follow-through with the ability to meet deadlines.

Abilities:

• Demonstrated ability to work in a fast‑paced environment and adapt to changing work processes.
• Demonstrated positive attitude regarding Vermont State University and a desire to improve student outcomes, including attention to diversity, equity, and inclusion.
• Demonstrated ability to work effectively with a wide range of individuals, support a diverse community, and promote diverse perspectives and cultures in an inclusive environment.

Scheduled Hours Weekly:

37.5

Budgeted Wage for this Position:

$19.71 per hour

Exempt Status:

Non-Exempt

Grade:

S10

Job Posting Responsibilities:

Unit Determination:

VSC Staff Federation - Vermont State Employees Association