Accounts Receivable Representative

Ball State University

Muncie, IN

ID: 7092647 (Ref.No. BSU29131)
Posted: January 21, 2022
Application Deadline: Open Until Filled

Job Description

Provide exceptional customer service to students, parents, faculty and other publics regarding all Bursar Office activity; analyze interpret, verify, reconcile, balance, prepare accounting entries, maintain accurate records, and perform data entry functions for accounts receivable and debit card systems; establish mutually acceptable payment arrangements and calculate deferment options.

Job Function:

Provide exceptional customer service to students, parents, faculty and other publics regarding all Bursar Office activity; analyze interpret, verify, reconcile, balance, prepare accounting entries, maintain accurate records, and perform data entry functions for accounts receivable and debit card systems; establish mutually acceptable payment arrangements and calculate deferment options.

Minimum Education:

Associate's degree or equivalent in accounting, bookkeeping, or related field.

Preferred Education:

Bachelor's degree in business related area.

Minimum Experience:

Over one through three years of accounting, banking, cashiering, collections, accounts receivable or related experience.

Preferred Experience:

Working knowledge of Banner and CASHNet; experience in accounting, banking, cashiering, collection or related experience.

Duties and Responsibilities:

  • Provide exceptional customer service; determine customer needs in a professional, courteous manner, and resolve issues proactively; provide accurate information after careful analysis of the appropriate CASHNet/Banner screens; establish mutually acceptable payment arrangements; calculate deferment options; process payments with accuracy.
  • Receive and record cash receipts after careful account analysis; designate where a payment should apply to a specific invoice within the appropriate account(s) and specific item codes if applicable.
  • Process all payments on day received; respond to inquiries by customers in person, by phone, and email timely and with accuracy using excellent customer service skills. Enforce Proxy rules.
  • Maintain records of charges and payment for all field study and exchanges; notify appropriate university personnel of unpaid tour registration or charges; prepare fee adjustments for field study programs
  • Review applications for emergency loans and prepare promissory note and check/cash request according to established emergency loan procedures. Provide information to Payroll for VPDL.
  • Compile lists of delinquent accounts who might be eligible for the Tax Intercept Program. Consult with Director of Student Financial Systems, System Administration to ensure all steps are covered and the targeted population is accurate. Provide appropriate communication to debtor, state, co-workers so all are prepared when the process begins and the debtor makes contact with the University. Perform appropriate research to validate debt in a timely manner as failure to meet the timeline voids our ability to be entitled to the tax return.
  • Follow up on delinquent accounts of current and former students with the objective of keeping student retention high or getting their past account current for their return back to BSU.
  • Conduct collection activity by telephone, mail, and in person for all A/R accounts; set up arrangements and establish mutually agreeable repayment plans; verify employment salary information to determine minimum acceptable payment; mail promissory note that must be returned in order to activate the payment plan.
  • Research, interpret, and analyze disputed delinquent account balances contacting various university departments regarding their regulations and policies for charges on CASHNet.
  • Follow up on payment plans using ARGOS reporting and Microsoft Access with letters phone calls or emails; work with Associate Director to determine accounts that need to be sent to the agency due to lack of response; provide information and research to the agencies when they inquire about accounts.
  • Process third party billing (EPB) with accuracy and timeliness. Ensure application of the 3PB payment is applied with accuracy. Conduct proper follow up with sponsor for late or non-payment. Issue hold on student account and/or reverse student account entry if third party fails to pay the University
  • Process external billing from departments campus wide. Ensure departments have reporting tools for accurate follow up on their receivables.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Process dishonored payments from the bank, notify student or department of the return; process weekly refund of credit balances after careful review of the account. Determine when an exception is warranted or a late or deferment fee should be waived or the issue should be escalated to the Appeals Committee.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.