Student Accounts Assistant

E03 Vermont State University; United States; On-site; USD 22,000 - 32,000; Full time

Job summary

Vermont State University is seeking a detail-focused Billing Assistant to support the Bursar and Finance teams. You will prepare invoices, process payments, and resolve billing issues for students across campuses.

The role requires strong communication and organizational skills and involves coordinating with third-party payers and campus departments. This non-exempt position offers a 37.5-hour work week at a wage of $19.71 per hour, with a focus on timely processing, accuracy, and student

Qualifications

• Associate degree with 2–4 years relevant experience.
• Experience with billing, payments, or financial transactions.
• Understanding of privacy and compliance policies.
• Ability to collaborate across departments and communicate clearly.

Responsibilities

• Assist the Bursar in preparing and distributing student invoices.
• Collect and process student payments and cash receipts.
• Make billing adjustments and process refunds as needed.
• Follow up with overdue balances via email or phone.
• Coordinate with third-party payers and VA on payments.
• Support faculty and staff with basic billing information.
• Maintain and update billing resources and portals as needed.
• Collaborate across departments to achieve financial goals.

Skills

Billing & payments

Customer service

Communication

Organizational skills

Problem-solving

Education

Associate degree required

Two to four years experience

Bachelor's degree preferred

Tools

Aviso

Colleague

SelfService

Slate

Microsoft Office

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

About VSCS

At the Vermont State Colleges System (VSCS), our mission is grounded in empowering students and strengthening communities across Vermont. When you join our team, you become part of a dedicated, statewide community that believes in the transformative power of education - not only in the classroom, but in careers, lives, and local economies.

VSCS encompasses Vermont State University, the Community College of Vermont, and our System Office, with 12 centers, 5 campuses, and more than 10 additional learning sites across the state.

Deeply rooted in our communities, we provide affordable, flexible, and innovative programs designed to meet the needs of today’s learners - from recent high school graduates to adult students reentering the workforce.

Through strong partnerships and a shared commitment to workforce development, we help build a vibrant, resilient Vermont. Our employees are key to this mission.

We offer competitive compensation and benefits, opportunities for growth, and a workplace culture that values collaboration, diversity, and purpose.

If you’re passionate about education that makes a real and lasting difference, we invite you to grow your career with the Vermont State Colleges System - and help shape the future of our students, our communities, and our state.