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Working Title:

Account Clerk Senior - Accounts Receivable Clerk/Campus Store Coordinator

Institution:

Minnesota State Community and Technical College

Classification Title:

Account Clerk Senior

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

MSTA - Wadena Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

The purpose of this position is to provide the services necessary to initiate and complete the functional phase of pre-collection, collection of receivable accounts, coordinating the college student payment plans, and communicate with co-workers for completion of the collection process. This position is the contact for Minnesota Department of Revenue and for internal and external customers for questions in resolving collection issues.

The position coordinates the activity in the Wadena Campus Store. Includes collection and deposit of college monies, entry into the college student information system, bookkeeping, inventory control, purchasing, display, and provide campus store training as needed to a limited number of classified employees and part-time student help.

The values that guide our work include: access and opportunity, equity, inclusion and belonging, cultural competence, cultural responsive pedagogy & service, and community engagement. Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and lived experiences, and provide spaces that are emotionally safe and reflect who students are.

Responsibilities

Customer Service.

On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.

Initiate and complete the collection process for past due student accounts, coordinate student payment plans and assist students with their accounts.

Generate student owes list from ISRS Web Reports and convert into a spreadsheet for review by the Director of Business Services to assist in determination of collection action. Review and evaluate each student account and complete past due collection letters to students. Electronically file letters into student accounts using image now. Add appropriate holds and messages to student accounts. In a timely manner, re-evaluate customer accounts with collection letters and compile list of accounts to be turned over to Department of Revenue (DOR). Process electronic referrals of past due accounts to DOR. Oversee student files along with proper online holds and deferments. Compare DOR monthly New Debts report and Closed Debts report with ISRS for any discrepancies. Using the Closed Debts report from DOR, prepare files for write off or referral to further 3rd party collection agencies, if write-off complete the State of MN Account Write-off Reporting Form and have it reviewed and approved by the Director of Business Services for final write off. Balance DOR Inventory Report to ISRS approximately once per semester. Coordinate direct contact with collection agencies on proper documentation necessary for court action, calling back a student account or providing updated information on account. Assist students with understanding their accounts and navigating eServices. Assisting students in setting up a payment plan with a payment plan provider. Monitor payment plan provider reports on a regular basis and making adjustments to accounts as needed. Assist and communicate with students through email, letter, online, by phone and on campus.

Coordinate campus store operations, tool procurement and support the college bookstore.

Complete general transactions from walk-in and phone customers. Working with other store staff, purchase, receive, inventory, price and sell merchandise according to established policy. Collect and receipt tuition, fees, resale, and other miscellaneous revenues. Process and reconcile credit card sales. Post payments to student information system. Reconcile point of sale and prepare bank deposits daily. Records financial transactions to ensure accountability and fiscal control by balancing cash receipts, recording sales and purchases, posting journal and ledger entries. Record internal sales to ensure appropriate charge backs. Authorize charge sales, refunds, exchanges, or adjustments as needed. Advertise promotions and display merchandise. Investigate and correct discrepancies. Compile a list of required and recommended tools by working with faculty for Cosmetology and Massage Therapy. Work directly with faculty to resolve questions and ensure accuracy. Coordinate and purchase tools for Cosmetology and Massage Therapy by researching, soliciting from vendors, and adopting products and price for course requirements. Working with the Operations Accounting Manager and College Bookstore Coordinator Senior, set up and coordinate tool events for vendors and student pickup on the Wadena campus. Organize and return unsold tools to vendors. Prepare outgoing UPS and distribute incoming packages for the campus. Conduct training for campus store employees, as needed.

Support for campus and college operations.

Recognition of broad and varied professional responsibilities which include but are not limited to support for campus and college operations such as: front desk coverage, registration events, Spartan Welcome Days, Commencement, this is not an exhaustive list. Support the operation of college and campus Student Services operational area(s) beyond the bookstore and business services office. Serve on campus, college and community committees as assigned, approved and appropriate that seek to enhance the student experience. Assist in the bookstore fulfillment center as needed and directed. Other related duties as assigned by the Director of Business Services and Operations Accounting Manager.

Assist Financial Aid with the return of Title IV funds.

Collect student data required for the recapture process. Input data into R2T4 web site to calculate recapture amount. Notify Financial Aid of adjustment required to student aid amounts. After adjustments made by Financial Aid, submit billing and notification to student. Electronically file recapture documentation into student files in image now.

Minimum Qualifications

+ Customer services skills sufficient to actively listen to and understand customer needs and provide accurate information and appropriate alternatives in a timely, thorough, courteous, respectful, and professional manner.

+ Fluently speak, write, read, understand, and be understood in responding to a variety of written and oral communications, questions, detailed instructions and procedures.

+ Knowledge of accounting/budgeting/expense and bookkeeping sufficient to post, code and process accounting information; monitor, collect, analyze, and interpret data; and implement minor procedural and transactional changes in fiscal operations. All in accordance with Generally Accepted Accounting Principles (GAAP) standards. Accounting skills to monitor practices sufficient to complete forms/documents that comply with GAAP standards and to maintain accurate and complete financial records.

+ Data Base Management skills sufficient to develop and correctly enter information in a database to produce ad-hoc queries and develop reports for management use.

+ Mathematics skills sufficient to compute figures and check or reconcile data. Spreadsheets sufficient to create and maintain data and produce monthly reports. Data base management skills sufficient to develop and correctly enter information in a database to produce ad-hoc queries and reports.

+ Possession of: Active, valid, and applicable Class D (basic) driver’s license and ability to maintain an active, valid, and applicable Class D (basic) driver’s license

+ Ability to: work in a seated or standing position for extended periods of time, move and/or transport items weighing up to 25 pounds on a regular basis, and frequently bend, lift, and maneuver items daily.

Preferred Qualifications

+ Two years of post-secondary education or a two-year diploma.

+ Retail marketing and merchandising techniques sufficient to display and sell bookstore merchandise.

+ Ability to work under pressure, prioritizing job responsibilities and meet deadlines.

+ Able to maintain effective working relationships with college personnel, students, and the general public.

+ Knowledge of state and college purchasing regulations and policies sufficient to prepare purchase orders and maintain physical inventories.

+ Ability to direct other employees and students in operating the bookstore in an effective manner.

+ Experience with, and ability to maintain, Computerized Inventory Control Systems.

+ Detail is very important in this position as it impacts on accuracy of reports.

+ Develops a collaborative and professional relationship with college personnel and customer.

+ Strong organizational skills to handle the high volume of paperwork, frequent interruptions, and multiple responsibilities.

Work Shift (Hours / Days of work)

+ 40 hours per week, Monday-Friday, 8 a.m. – 4:30 p.m.

+ Please note our summer hours: effective May 21 – July 15, 2025 – summer hours will be Monday through Thursday 7:30 AM – 5 PM and Friday 7:30 AM – 11:30 AM (excluding the week of 7/2 – 7/8/2025 which will be five, 8-hour days due to the July 4th holiday)

Application Procedure

To apply, submit a letter of interest, resume, three professional references, and any transcripts by 12:01 a.m. on June 6, 2025. Internal applicants need to apply through the Jobs Hub in Workday.

Salary

This is the correct salary range for this position, disregard the full range listed by this website: $21.90 - $29.65 per hour or $45,727 - $61,909 annually.

About

M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students.

Minnesota State is an equal opportunity employer/educator committed to the principles of diversity (https://www.minnstate.edu/system/equity/index.html) . We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States.

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

06-30-2025

Position End Date:

Open Date:

05-16-2025

Close Date:

06-06-2025

Posting Contact Name:

Jess Blomquist

Posting Contact Email:

[email protected]