Job Title: Student Administrator Billing and Records

KCAA PRESCHOOLS OF HAWAII Job Description

JOB TITLE: STUDENT ADMINISTRATOR – BILLING AND RECORDS Exempt (Y/N): N Job Code: Salary Level: Division: Finance Location: 2707 South King Street Supervisor: Controller Employee Name: Prepared By: Controller Date: February 2016 (revised) Approved By: C. Cox, President Date: February 2016

SUMMARY: Responsible, under the supervision of the Controller, for performing routine student billing processes including monthly tuition billing, collections, payment processing and preparing bank deposits. Maintains a cordial relations with both internal and external customers and serves a point of contact for all external billing inquiries, student records process and tuition assistance programs. Maintains database of student account records and generates monthly and fiscal year-end reports. Other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but not limited to the following):

DAILY DUTIES

· Enters data of transactions for collection of tuition, fundraisers, donations, grants, school supply purchases, etc. into student database (EZ Care) and prepares bank deposits.

· Answers parents' inquiries regarding student account information.

 Subject Matter Expert on Student Database (EZ Care) and provides training, guidance as necessary to Center Directors and Office Assistants.

 Provides guidance and direction to Office Assistants on KCAA school processes related: o Student Enrollment, Re-enrollment, Terminations, Waitlists. o Billing and additional charges, Late Charges, Suspension and Termination timelines.

 Learns, understands and is able to provide guidance to school staff and parents on various types of Tuition Assistance available (i.e. Puahi Keiki Scholars, Preschool Open Doors, KCAA Tuition Assistance, etc.)

· Reconciles the Main Office petty cash fund.

WEEKLY DUTIES

D:\Docs\2017-12-28\028d17aed612f5158563fdd4acb7551c.doc · Maintains control of student accounts in suspension and involuntary terminations.

· Enters and monitors late pick-up charges, NSF checks and fees.

· Processes Accounts Receivable by setting-up and terminating accounts in student billing, pending student's enrollment in KCAA.

· Works with President and Accounts Clerk in processing Tuition Assistance applications and necessary information for internal/external reports.

MONTHLY DUTIES

· Prepares and distributes the following monthly reports to management: Suspension Delinquent Accounts Tuition Assistance Month-end Aging Month-end Coding

· Compiles and notifies both schools and respective parents of outstanding monthly tuition owing; prepares Suspension Report, distributes copies of to appropriate individuals and monitors clearance of payments.

· Monitors the additions and terminations of extended Hours Contracts.

· Process transfer requests; updates student billing software accordingly.

· Manages delinquent accounts process and (if necessary) submits to external collection agency and follows up with agency personnel as required.

· Balances student billing; processing mid-month parents' monthly statements for upcoming month's tuition balance owing.

· Manages and monitors tuition assistance payments from outside agencies (e.g. Puahi Keiki Scholars, Preschools Open Doors, etc.).

 Update student billing software with current tuition charges and fees.

SECONDARY DUTIES AND RESPONSIBILITIES

D:\Docs\2017-12-28\028d17aed612f5158563fdd4acb7551c.doc  Serves as back-up to Accounts Payable Clerk in processing of Accounts Payable invoices and cutting of checks to KCAA’s vendors, in the absence/unavailability of the Accounts Payable Clerk.

· Assists as back-up in the absence of the receptionist by answering and routing incoming phone calls, opening/routing of internal and external mail.

· Assists as back-up in greeting and directing customers, as needed.

 Performs other duties as assigned.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities desired. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must have reliable transportation. Must successfully pass DHS Criminal History Check and all subsequent annual checks, as required.

Education & Experience

Minumum of two years of experience in bookkeeping or accounting required. Must have solid computer skills and proficient in Excel. Ten-key experience required. Working knowledge of Windows based programs (Excel, Word). Demonstrates excellent clerical skills to process large volume of transactions rapidly, using both Windows-compatible computer and ten-key calculator with speed and accuracy. High school graduate or equilivant is required. Associate Degree or Bachelors Degree in Business / Accounting preferable but not required.

Physical & Mental Abilities (Essential Job Functions)

Must be able to sit and perform job duties at a computer and desk for long periods of time; to work under pressure to meet deadlines; to work on several projects and tasks at the same time; and politely manage numerous interruptions, more often generated by the public. Must also have an effective command of the spoken English language to be able to effectively communicate with the public either in person or over the phone. Possess a degree of curiosity to question procedures to create controls over transactions; as well as, have a strong ability to problem solve in efforts of streamlining workflows. Strong organizational skill a must! Must be able to lift 25 lbs. Must have vision corrected to 20/20.

Must be able to maintain regular and consistent attendance. Reports to work on time, maintains a stable work attendance record, and timely and accurately complete employee timesheets.

Attitudes & Attributes

D:\Docs\2017-12-28\028d17aed612f5158563fdd4acb7551c.doc Must be a mature-minded person who is able to work well with others in a team environment. Able to promote and maintain excellent public relations, particularly with external customers. Is very accurate, thorough, flexible and time efficient as well as effective.

This job description is intended to indicate the kind of tasks and levels of work difficulty that will be required of the position given the title Accounts Receivable Clerk and shall not be construed as declaring what all the specific duties and responsibilities are. it is not intended to limit or in any way modify the right of the supervisor to assign, direct, and/or control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

Employee Acknowledgement______Date______

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