Student Billing Specialist

Northwest University; Kirkland (WA); On-site; USD 34,000 - 40,000; Full time

Job summary

Northwest University in Kirkland, WA is seeking a full-time Cashier/AR Clerk to manage student billing and assessment cycles, process refunds, and invoice external customers as needed.

The role supports 1098-T and 1042 tax forms, reconciles AR to PowerCampus, reviews charges across financial aid, housing, tuition, and miscellaneous fees, and helps identify process improvements. Strong attention to detail and teamwork are essential in a fast-paced office environment.

Qualifications

• Bachelor’s degree in accounting, business, finance, or related field preferred.
• 3-5 years in accounts receivable or related office work; programming experience helpful but not required.
• Proficient in Windows, Excel, Word, PowerCampus, and Great Plains preferred.
• Demonstrate attention to detail and accuracy.
• Strong organizational and problem-solving skills.
• Excellent interpersonal and communication abilities; able to work independently or in a team.
• Ability to thrive in a fast-paced environment and maintain confidentiality.

Responsibilities

• Program global assessments for student populations and ensure rates match NU Catalog and Tuition Matrix.
• Oversee timely processing of AR inbox requests.
• Manage student refunds twice weekly and review credit balances before refunds.
• Reconcile AR to PowerCampus monthly and other AR-related accounts.
• Coordinate annual 1098 and 1042S tax form preparations and monthly deposits for international students.
• Process weekly electronic and cash bank deposits and post monthly statements.

Skills

Attention to detail

Organizational skills

Problem solving

Interpersonal skills

Team player

Ability to work independently

Education

Bachelor’s degree in accounting, business, finance, or related field

Tools

PowerCampus

Great Plains

Excel

Word

Windows

Job description

Manages the student billing and assessment cycle by ensuring that all student populations are properly billed each semester, process student refunds, and invoice external customers when needed. Manage student workers in the position of Cashier/AR Clerk. Calculate 1042-S tax withholding amounts for international students monthly. Work in coordination with other accounting staff/departments to ensure that all student charges/credits are entered timely and accurately. Review all student billing batches (including financial aid, housing, tuition, and miscellaneous charges) for accuracy before posting in PowerCampus. Research and troubleshoot issues that arise in the billing and assessment cycle by working closely with other departments on campus. Perform assigned monthly reconciliations. Work with Assistant Controller in processing annual 1098-T tax documents and 1042 tax forms on a timely basis. Participate actively in identifying process improvements for department and University. This is a full-time (1.0 FTE) position.

Essential Functions

• Program global assessments for each student population on an on-going basis. Review global assessments for accuracy each term and edit charge/credit codes, ensuring that rates match those in the NU Catalog and Tuition Matrix & Fee Schedule. Research and troubleshoot any global assessment, financial aid import, or other billing issues that arise.
• Oversee timely processing of requests in Accounts Receivable inbox.
• Manage student refund twice-weekly process. Review student accounts with credit balances prior to issuing refunds and ensure refund hold lists remain current.
• Reconcile general ledger accounts receivable accounts to PowerCampus monthly. Reconcile other accounts receivable related accounts on a timely basis (Accounts Receivable-02000, Alternative Loans-20050, NPP Program Payable-21930, and External Scholarships-24800).
• Coordinate annual preparation and filing of 1098 and 1042S tax forms within the required deadlines. Ensure monthly tax deposits are calculated for international students (1042S).
• Perform weekly electronic and cash bank deposits.
• Post monthly statements for current students, print previous student and external customers statements for prior month activity in a timely manner.
• Perform other work-related duties as assigned by Controller and Assistant Controller.

Education/Experience/Skills

• Bachelor’s degree in accounting, business, finance, or related field preferred.
• Experience in accounts receivable or other office work, minimum 3-5 years preferred. Computer programming experience would be helpful but not required.
• Proficient in Windows, Excel, Word, PowerCampus, and Great Plains, preferred.
• Demonstrate attention to detail and accuracy.
• Possess strong organizational skills.
• Possess strong problem-solving and follow-through skills.
• Evidence of strong interpersonal and communication skills. Gets along well with co-workers and deals effectively and professionally with colleagues.
• Ability to work independently, with a willingness to work as a member of a team.
• Thrive in a fast-paced environment.
• Demonstrate commitment to maintaining a safe work environment free of harassment, violence, and unlawful discrimination.
• Work is generally performed indoors in a typical office setting.
• Position works with confidential information.
• Frequently required to be in front of a computer screen for long periods of time.

Physical Demands

The functions are usually performed while sitting, but may involve some amount of time bending, crouching, lifting (max. of 40 lbs.), walking, carrying, reaching, stretching, performing repetitive motions of the hands or wrists, and other movements. The abilities of seeing, hearing and speaking are also required.

Compensation

Based on education and experience, the position has a hiring range of $25.00/hour to $29.00/hour plus excellent benefits.

Lifestyle Standards

Recognize, understand, and agree to live by the spiritual, moral, and ethical standards of Northwest University, as outlined in the Employee Manual.

Northwest University does not discriminate on the basis of race, color, national origin, gender, age, or disability in admissions and access to, employment, or treatment in its programs or activities. Northwest University is an "At Will" employer.