Department: Financial Affairs

Location: Main Campus

Full/Part time: Full time

Staff Pay Schedule: PL2

Organizational relationships:

Reports to (title): Controller

Supervises (title): None

SUMMARY OF THE JOB:

Monitors both in-school and out-of-school accounts receivable, counsels’ students that are past due, perform collection activities, and posts payments to accounts. Responsible for the coordination and execution of all purchasing activities across the organization. Responsibilities will include but not be limited to, securing contracts/services with current and potential vendors, negotiation, review, and approval of contract/service terms and conditions, obtaining competitive pricing for projects and recurring purchases, and any supplier management conditions that may affect the organization.

ESSENTIAL FUNCTIONS:

Cash Receipts/Posting Payments

• Enter cash payments (cash, check/money order, credit card) to the student’s ledger card
• Create a daily batch sheet to include all payments received
• Reconcile GP postings

Collections

• Contacting permanent-out delinquent accounts by telephone and written communication
• Contacting active students by telephone and/or pulling them from class to maintain adequate monthly collections
• Recommend lockouts for delinquent accounts
• Send delinquent permanent-out accounts to collection service

Additional Duties

• Monitor credit balances on student ledgers; report to financial planning for refunding via check/ACH
• Provide administrative support for Financial Affairs

Purchasing

• Direct and manage the purchasing activities of the university; to include but not be limited to, review of planned orders, create requisitions for purchased items, confirm system lead times, delivery dates and costs, inspection of merchandise or products to determine quality/value, and authorize payment of invoices and return of merchandise.
• Receiving, processing, documenting and executing purchases and procurements according to Hallmark University policies and procedures. Ensure compliance with federal, state and local laws and regulations; maintain necessary documentation for proper invoicing and billing.
• Book inventory management – process book/tool orders, maintain safety stock, calculate monthly inventory, process returns and credits, negotiate annual forward buys, update ISBN revisions and price lists, and maintain all onsite and virtual inventories.
• Provide accurate and timely supplier negotiations and contracts based on defined category criteria (i.e. cost, quality, productivity, service).
• Analyzes, evaluates, and identifies preferred vendors based on specific performance criteria.
• Reviews, updates, and maintains purchase orders until they are closed.
• Participate in the on-going development of efficient processes for an effective purchasing system.
• All other duties, as assigned

PROFESSIONAL/PUBLIC ACTIVITIES:

• Continuing professional development
• Attend informational webinars and potential conferences
• Mandatory Participation in the Hallmark Character Program: All employees are required to actively engage in this program to embody and promote our core values.
• Mandatory Participation in One of the 'Big 4' Community Events: Each employee must take part in at least one of our major community events to foster community engagement and support our outreach initiatives.

KNOWLEDGE/ SKILLS/ABILITIES:

• Ability to communicate professionally and effectively
• Ability to interact with all levels staff & management
• Procurement
• Project Management
• Contract Management
• Billing Procedures
• Detail oriented & problem solver with ability to multitask
• Excellent research skills
• Proficient in MS Office, especially MS Excel

QUALIFICATIONS AND EXPERIENCE:

REQUIRED

• 5+ years’ experience in business/office environment
• High School Diploma or GED

PREFERRED

• Associates degree, preferably in accounting or related business field from an accredited university or college
• Working knowledge of Fair Debt Collection Practices Act & FERPA
• Familiarity with student loans and financial aid