Disbursements & Agency Technician
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Classification:Fiscal Technician 2
Work type: Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA VCAS Financial Services
Categories: Business/Accounting/Finance, Office/Clerical
The University of Alaska Anchorage's Accounting Services department is recruiting for a Disbursements & Agency Technician. The Disbursements & Agency area of the Accounting Services department is responsible for managing the disbursement of various financial aid refunds, scholarships, & tuition waivers, as well as 3rd party student account sponsorship invoicing including military billing, Veteran's Affairs, State of Alaska, Anchorage School District, as well as others. This position is one of three technicians in this area.
The successful incumbent will have general accounting and customer service experience. The ability to assist students and their family members, university staff, faculty, and community members with tact and diplomacy is required. The ability to communicate detailed information with confidence and accuracy is essential to this position.
20 Customer Service
Provide support to the Accounting Services Call Center, department email accounts, and lobby check-in system, providing the highest level of customer service to students, sponsors & donors, and other members of the university community. Provide accurate information in a professional manner to students inquiring about their account status including charges, credits, adjustments, and payments as well as University policies and procedures. Provide support and guidance to other Accounting Services staff as needed. Essential
35 Agency & 3rd Party Sponsorships
Point of contact for agencies, donors, and students who wish to establish third party billings and private scholarship payments. Coordinate and respond to inquiries from UAA staff, faculty, and the university community while maintaining confidentiality and adhering to the Family Education Rights and Privacy Act (FERPA). Liaise with UAA Military & Veteran Student Services, UAA Bookstore, UAA Athletics, and other university departments and campuses regarding student accounts, information, certification, and other required documentation for invoicing and account payments.
Set up agency contracts, athletic contracts, tuition waivers, graduate student health insurance, contract exemption set-up, VA certifications, purchase orders, and tuition assistance forms to determine authorized tuition, fees, and books/course materials to be billed to third party agencies and the percentage to be paid by the student. Adjust student/agency accounts when add/drop or cancellation of classes occurs and when additional financial aid or contract amendments are received. Contact the agency/donor regarding incorrect, missing, and/or changes to authorization forms. Review book charges received from the bookstore to determine accuracy. Communicate with bookstore to resolve any discrepancies. Enter individual charges into accounts receivable.
Reconcile Disbursement & Agency accounts to ensure that the charges comply with the contract. Ensure charges have been recorded accurately and to the appropriate account; adjust as necessary. Prepare invoices and required support documentation in the format required by each agency. Receive agency payment notifications via check, credit card, and wire transfers. Research and determine to which agency and semester the payment applies. Compile information and forward to the Cashiering Office for application to appropriate account. Follow up on payments to determine correct application and any needed collection effort on underpaid accounts. Perform an analysis of past due accounts by review of aged reports. Initiate appropriate collection activity to obtain payment. Submit quarterly analysis and description of collection effort of doubtful accounts to supervisor. Reconcile balance sheet accounts quarterly. Essential
35 Financial Aid Disbursement & Refunds
Disburse Financial Aid to students in accordance with established UAA and Accounting Services policies & procedures, as well as applicable Federal and State agency/donor criteria. Process refunds and financial aid disbursements averaging $30,000,000 per year, which includes credit card refunds, direct deposit to student bank accounts, and paper checks mailed to students. Generate reports listing recipients of Federal funds to ensure the proper amount is disbursed and return any amount reversed by Student Financial Aid technicians. Ensure student eligibility by researching student accounts on Banner, verifying enrollment requirements, academic standing, and that their account is current with no active holds according to University, Federal, State and private regulations.
Generate report listings of Title IV funds to return to ELMS and miscellaneous lending agencies. Make change online using ELMS resources to create R-40 reports (document that supports the amount of reasoning for each return). Set up contracts in Banner for individual students with an electronic fund transfer (EFT) return. Generate University check with supporting documents to be returned to agencies. Maintain files on all returns sent out through the University. Process returns of Alaska State Student Loans and scholarships. Verify basis for return of funds. Balance student and agency accounts after return is processed.
Download, deposit, balance and process incoming electronic fund transfers (EFT) from ACPE and ELMS and paper checks from National Disbursement Network (ELM-NDN). Maintain accurate records for reconciliation. Monitor all rosters (deposits) so that each has an individual receipt number and bank confirmation for the funds. Reconcile funds received to aid in the disbursement of financial aid and return aid not approved.
Receive Petition for Refund requests and required supporting documentation. Compile documentation, log receipt in Banner, and prepare for committee review. Follow up with students missing required documentation. Process approved refund exceptions in Banner in coordination with applicable financial aid (Title IV Aid, private scholarships, and 3rd party sponsorships including VA). Archive processed requests. Essential
5 International Student Tax
Monitor and track aid disbursed to foreign students and national/international exchange students to ensure eligibility according to Federal, State, University and public/private grantor regulations. Ensure tax liability is collected for aid prior to disbursement of aid to students using Glacier Tax Software. Review international tax withholding in accordance to non-resident alien tax treaty. Essential
5 Student Athlete Contracts & Aid
Set up annual contracts in accordance with contract paperwork initiated by Athletics and Student Financial Aid departments. Apply contract aid to student athlete accounts at start of each semester, track student course load and adjust as necessary. Apply any contract changes as mandated by above departments. Process athletics stipends for students whose contracts specify them and adjust check to any outstanding balances. Report reconciled data back to Athletics for departmental accounting. Essential
High school diploma or equivalent required
Associates degree in Accounting or related field preferred
General Accounting Knowledge
Excellent oral and written communication skills
Organizational skills with the ability to prioritize tasks
Ability to work with a high volume and a high degree of accuracy
Ability to provide excellent customer service with a great deal of tact and diplomacy in a high stress, high volume environment
Ability to work independently and as a member of a team
Verification, monitoring, and account reconciliation skills
Ability to understand and apply policies, rules, and regulations
College coursework in Accounting or related field and one year of entry-level accounting experience, or an equivalent combination of training and experience
One year of customer service experience
Computer experience to include Excel, Word, Email, and database
Experience working in a call center preferred
Experience working with Banner or similar database preferred
This is a regular, full-time staff position. Fiscal Technician 2, grade 76. Minimum hourly wage is $19.15. Hours are Monday-Friday 8:00am-5:00pm. Offer of employment is contingent upon a successful background check.
Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at
Reasonable Accommodation Statement:
"The University of Alaska (UA) is responsible for providing reasonable accommoda
tions to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process please contact UA Human Resources by phone at 907-450-8200."
Public Disclosure Statement:
"Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act."
If you have any questions regarding this position please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Standard Time 25 Nov 2019
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