Director of Student Accounts/Receivables

The Director of Student Accounts/Receivables at Kirtland Community College is responsible for managing the staff and operational functions of the Student Accounts Office. This position ensures timely and accurate accounting for all student-related billings, payments, refunds, and collections, as well as other college invoicing and receivables, while maintaining compliance with regulations and policies. 

This position is additionally responsible for Student Accounts administration of the Jenzabar ERP software system and managing third-party software interfaces for payment plans, bookstore, and financial aid.

PRIMARY DUTIES AND RESPONSIBILITIES*

• Oversee daily operations, including customer service, billing, payments, cash/credit card handling, deposits, refunds, collections, and aging reports. 
• Provide phone and email support during peak registration times. 
• Provide leadership to staff as in setting expectations and goals, guidance, technical assistance, training, and professional development. 
• Coordinate with IT to implement, evaluate, test, and utilize information systems.
• Ensure the office maintains compliance with all Federal, State, and institutional policies regarding billing, collections, 1098-T tax forms, and FERPA regulations. 
• Actively monitor regulatory changes and determine the impact on students and the College.
• Maintain an intermediate understanding of Federal, State, Veteran, and scholarship aid programs to assist students. 
• Manage the de-registration process for unpaid accounts while considering the timelines and student requirements for financial aid awarding. 
• Update Student Accounts Department information for the new academic year/term. 
• Develop and review student communications such as form letters, email templates, web pages, catalog, and forms. 
• Update multiple Infomaker reports for managing student accounts and sharing information across departments.
• Analyze student account data to identify trends and plan for continual improvement.
• Develop, evaluate, and update office processes to improve efficiency while enhancing customer service. 
• Maintain current procedure and training documentation to ensure consistency among existing and new staff.
• Lead collaborations with such offices as Financial Aid, Registrar’s, Admissions, Advising, and Housing, to provide mutually supportive services to students and the college. 
• Process the disbursement of financial aid refunds to students, ensuring compliance standards, accuracy, and timeliness. 
• Create third-party agency tuition invoices. 
• Oversee the administration of installment payment plans, property tax revenue payments, external scholarships, dual enrollment book purchases and billings, and non-student invoicing.  
• Month-end reconciliations for online payments and various general ledger accounts.
• Review the accuracy of transactions such as student charges, aid awards, and receipts before posting. 
• Process annual 1098-T statements to students, verify accuracy of data, collect missing information, and review the most current IRS publications.
• Provide support for audits. 
• Approves and monitors office expenditures. 
• Other duties as assigned.

SUPERVISION – Works under the general supervision of the Vice President of Business Services.

ATTENDANCE– Individuals in this position are expected to be available during the normal business hours of the college, and may occasionally be asked to vary their schedule and/or work overtime to meet department requirements.

WORKING CONDITIONS – Conditions are those of a multi-faceted office environment, requiring frequent oral and written communication with students and colleagues, and the ability to process data accurately and in a timely manner. In-person, telephone, and email requests can be heavy at times. Occasional travel may be required. 

MINIMUM QUALIFICATIONS

• Bachelor’s degree in accounting, finance, business administration, or a related field.
• Minimum of three years of experience as a supervisor in business, accounting, collections, or a related field. 
• Excellent communication, interpersonal, and commitment to student-centered customer service.
• Strong leadership, management, and organizational skills.
• Demonstrated proficiency with personal computer software (Advanced Microsoft Excel and Word), complex computer-based systems, and database management systems. Ability to multitask between multiple software applications.
• Strong analytical and problem-solving skills, identify solutions, and implement changes.
• Ability to work with a high degree of accuracy and attention to detail. 
• Ability to multitask and meet deadlines. 
• Self-starter, exercising initiative, and able to work independently.

JOB DIMENSIONS – Analysis, judgment, planning and organizing, stress tolerance, sensitivity, attention to detail, dependability, delegation, self-reliance, commitment to the college, work standards, initiative, informal communications, written communications, professional development, knowledge of work, teamwork

04/2025

Kirtland Community College is an equal opportunity employer

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* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.