Overview
Administrative Assistant Jobs in Waukesha, WI at Thrivent
Job Description
Job Title: Administrative Assistant to the Business Office
Department: Business Office
Reports To: Vice President of Finance & Operations
FLSA Status: Non-Exempt
Prepared Date: 10/20/2015; 3/25/2024
Approved By: HCC President
Approved Date: 10/22/2015
SUMMARY
Responsible for processing financial transactions and maintaining accurate records for all student accounts and fiscal receivables.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
1. Ensure student billing and monies collected are accurately recorded and posted to the appropriate accounts.
2. Ensure all money collected is deposited in the bank in a timely manner.
3. Ensure all charges and credits on student accounts are accurate.
4. Calculate and enter adjustments to student accounts as necessary.
5. Post charges and credits for books, tools, fines, rentals, etc., as needed.
6. Verify and receipt all information pertaining to scholarship awards requiring adjustment.
7. Verify and receipt all Federal grant money to student accounts.
8. Calculate/post all housing charge adjustments, including damages, meal plan changes, early departures, etc.
9. Prepare student billing and reports.
10. Maintain and ensure the security of cash funds used for daily office operations.
11. Prepare all third-party billings.
12. Handle all related communications with third-party payers and students.
13. Enter service charges, prepare and mail notification letters, process payments or write-offs, and maintain records of all insufficient fund checks and collection accounts in accordance with College guidelines.
14. Assist in the development and maintenance of automated billing rules within the system to reflect student tuition and fee schedules approved by the Board of Trustees.
15. Maintain records and ensure computer hold flags are accurate for outstanding student accounts.
16. Provide information and reports to students and internal customers for outstanding accounts.
17. Coordinate the collection of past due accounts in accordance with College guidelines.
18. Process all checks for students receiving Federal SEOG and Pell Grants.
19. Assist with monthly reconciliation of any difference between Federal Aid transmitted and paid.
20. Prepare reports, computer presentations, and correspondence as requested.
21. Perform receptionist, clerical and filing duties as required for daily office activities.
22. Maintain courteous, professional, and effective relationships with employees, vendors, and/or any other representatives of external organizations.
23. Comply with all College policies and procedures.
QUALIFICATIONS 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associate Degree/Certificate in Accounting, Business Management, or related field preferred. At least one-year practical experience in bookkeeping. At least one-year experience in a position handling cash. Must have strong computer skills.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and employees of the organization. Ability to communicate effectively over the telephone using proper telephone etiquette.
Mathematical Skills
Ability to calculate figures & amounts such as discounts, interest, commissions, proportions, percentages. Ability to compute, verify, and compare figures accurately. Ability to detect and reconcile discrepancies in records.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Must have excellent organization skills and decision-making ability to handle detailed, multiple tasks for a variety of activities, and be able to work calmly in stressful situations.
Other Required Knowledge, Skills, and Abilities
Working knowledge of Excel, Word, and Outlook
Proficiency with keyboarding including 10-key
Ability to work independently as well as on a team
Ability to maintain the highest level of confidentiality
Ability to organize and prioritize work
Ability to work well under deadline pressures
Ability to work with individuals from a variety of backgrounds
Must demonstrate excellent customer service skills
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear, to use hands to finger, handle, or feel. Specific vision abilities required by this job include the ability to view a computer screen throughout much of the day.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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Title: Administrative Assistant
Company: Thrivent
Location: Waukesha, WI
