Student Financial Accounts Specialist
Virginia Community Colleges
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Job summary
Virginia Western Community College is seeking a Student Financial Accounts Specialist to manage student accounts, payments, invoicing, and refunds. The role provides professional service to students, families, and staff, and ensures privacy of financial information.
The incumbent handles daily deposits, state and federal funds, and works with Nelnet systems and 1098T forms, while collaborating with Financial Aid and other departments.
Qualifications
- Thorough working knowledge of Commonwealth of Virginia financial policies and procedures.
- Experience with cash handling including preparing daily deposits and balancing a cash drawer.
- Experience with Microsoft Office Suite including Word, Excel, and Outlook.
- Ability to interpret and explain complex financial transactions to lay customers.
- Strong communication and customer service skills.
- Ability to work without close supervision and manage diverse tasks meeting deadlines.
- Experience with accounts receivable and payable.
- Strong organizational and time management skills.
- Strong analytical skills.
- Experience interpreting and explaining policies and/or procedures.
- Experience using general office equipment and Microsoft Office Suite including Word, Excel, and Outlook.
Responsibilities
- Provide professional customer service to students, families, and employees in person, by telephone, and in writing regarding student accounts, payments, invoicing, and returned checks.
- Respond to general student inquiries and ensure privacy and confidentiality of information.
- Collect and balance state, federal, and local funds; prepare daily bank deposits and the Daily Cash Settlement.
- Administer the Nelnet Systems third party payment plan and 1098T Tax Forms; re-issue refunds as needed.
- Invoice parking tickets and maintain a status spreadsheet; collaborate with Financial Aid on State Aid disbursements.
- Act as Alternate Setoff Coordinator for Virginia Debt Setoff Program and assist with the VA Department of Taxation.
- Assist VWCC customers with questions or concerns and direct them to the correct point of contact.
- Assist other departments in placing indicators on student accounts if applicable.
Skills
Job description
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Working Title Student Financial Accounts Specialist
Role Code 19031-SW
FLSA Nonexempt
Pay Band 04
Position Number 28600094
Agency Virginia Western Community College
Division Virginia Western Community College (Div)
Hiring Range $45,739 - $49,521
Emergency/Essential Personnel No
Full Time or Part Time Full Time
Monday-Friday 8am-5pm
Sensitive Position No
Virginia Western Community College is a two-year public institution of higher education operating under the Virginia Community College System, a statewide system of community colleges. The College operates under the policies established by the State Board for Community Colleges and the Virginia Western Community College Local Advisory Board.
Virginia Western is located on a 70-acre campus in southwest Roanoke, VA. The service region of the College includes Roanoke, Salem, Roanoke County, Craig County, Franklin County, and southern Botetourt County. The College was established in 1966 and has grown from an initial enrollment of 1,352 to its current annual enrollment of over 9,000 students in credit courses and more than 1,400
enrollments in fast-track workforce and continuing education courses.
Virginia Western is seeking to fill a Student Financial Accounts Specialist position.
The incumbent in the position provides professional customer service to students, families, and employees in person, by telephone, and in writing concerning student and college accounts regarding payments, invoicing, and returned checks. Responds to general student inquiries. Ensures compliance with federal regulations related to privacy and confidentiality of student and other customer information.
Responsible for collecting and balancing state, federal, and local funds received, ensuring funds are credited to appropriate accounts. Prepares daily bank deposits. Prepares the Daily Cash Settlement and maintains files in a complete and orderly manner. Acts as the administrator of the Nelnet Systems third party payment plan and 1098T Tax Forms. Uses Nelnet to timely re-issue state or financial aid refund checks returned to Nelnet/ TMS as undeliverable. Invoices parking tickets and maintains a spreadsheet of the ticket status. Works with Financial Aid on State Aid disbursements, to include student refunds. Serves as Alternate Setoff Coordinator of Virginia Debt Setoff Program. Assists with the VA Department of Taxation to submit students with a debt to Virginia Western.
Assists VWCC customers in answering any questions or concerns, directing them to the correct point of contact, when applicable. Assists other departments in placing necessary indicators on student accounts.
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
Thorough working knowledge of Commonwealth of Virginia financial policies and procedures. Competency working in a financial database. Skilled in working for the public and providing excellent customer service. Listening and communication skills. Ability to work cooperatively in a team environment. Demonstrated ability to learn and efficiently operate a complex financial database. Knowledge of accounts receivable and payable. Strong organizational and time management skills. Strong analytical skills. Ability to interpret and explain complex financial transactions to lay customers. Ability to work without close supervision and manage diverse tasks meeting deadlines.
Experience with cash handling including preparing daily deposits, balancing a cash drawer and/or making change. Experience with basic banking principles and practices. Experience interpreting and explaining policies and/or procedures. Experience using general office equipment and Microsoft Office Suite including Word, Excel, and Outlook.
Operation of a State Vehicle No
Supervises Employees No
N/A
Posting Number CLS_4642P
Recruitment Type General Public - G
Number of Vacancies 1
Job Open Date 08/07/2026
Job Close Date 08/24/2026
Agency Website www.virginiawestern.edu
Contact Name Lindsey Weston
Email hrapps@virginiawestern.edu
Phone Number 540-857-7305
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
The Virginia Community College System ( VCCS ) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.
The Virginia Community College System ( VCCS ) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts ( ADA and ADAAA ), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.
VCCSuses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Required fields are indicated with an asterisk (*).
- Resume
- Cover Letter/Letter of Application
- Unofficial Transcripts
- Other Document
- Alternative Hiring Process Letter
- SF-50 (Documentation of involuntary separation from Federal Agency)
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