Student Billing Officer
Job Details




TITLE: Student Billing Officer                                               


DEPARTMENT: Business Office


Classification: Nonexempt, Hourly


RESPONSIBLE TO: Vice President of Finance


GENERAL DESCRIPTION: The Student Billing Officer manages through planning and organizing the Student Loan Receivables and Billing Management programs.




  1. Processes all aspects of Student Billing, including payment plans, payments, late notices, etc.
  2. Manages student accounts receivable, to include timely, complete, and accurate communications with students and VP of Finance.
  3. Will handle all aspects of Student Billing Management, including new charges, semester billing, Rome Semester program, payment plans, scanning of checks, etc.  (Financial Aid Officer will assist with process and will upload financial aid information for the accounts.)
  4. Supplying of required information to the Registrar in a timely manner to include End of Semester Reporting regarding the releasing of grades, diplomas, and transcripts.
  5. Will oversee all aspects of Student Loans, including the processing of new loans, payments, late notices, exit interviews, loan deferment requests (including 2-year employment, continuing education, religious, hardship forbearances, etc.), etc.
  6. Processes all incoming student deposits and refunds.
  7. Update monthly payment plan forms and agreements annually.
  8. Certifies outside private loans and maintains annual spreadsheet.
  9. Maintenance of records and correspondence for Billing Management and Student Loans, including purging of files five years from the graduation/departure date only if account has been paid in full.
  10. With assistance of VP for Finance, will report 1098-T and 1098-E information to the IRS.  The 1098-T tuition statement will be available to students through the Billing Management system (Blackbaud).  The 1098-E loan interest statements will be sent through a service as usual.
  11. Prepares TL11A Tuition and Enrollment Certificate for Canadian students to use on their Canadian tax returns.
  12. With assistance from the Financial Aid Officer, prepares billing and loan reports for annual audit.
  13. Prepares listing of students billed on or off campus and meals for Food Service, Director of Student Support Services, Student Life Registrar.
  14. Maintains Bad Debt files, bad debt spreadsheet and processes payments made toward bad debt.
  15. Will assist families who have questions or difficulties using 529 plans.
  16. Other duties as needed.



  1. Must have good organizational skills.
  2. Must have computer skills in word processing and data base management.
  3. Must work well with others and have ability to communicate professionally with the public.





  1. Prolonged periods of sitting at a desk and working on a computer.
  2. Must be able to lift up to 30 pounds.
  3. Must be able to make quick decisions.
  4. Must be calm in stressful situations.



Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time for the needs of the College, but a discussion between the employee and supervisor will take place prior to the change.