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Administrative Assistant II

Westfield State University

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Posted:

May 8, 2025

Location:

Westfield, Massachusetts

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Administrative Assistant II

Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Department: Student Accounts
Job Code: H17X05
FLSA Status: Non-Exempt
Funding: 7115-0100
Bargaining Unit: AFSCME
Job Type: Full-time, Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday 8:30am-4:30-pm
Regular Days Off: Saturday and Sunday
Supervision Received: The Administrative Assistant II receives general supervision from The Director of Student Accounts
Supervision Exercised: Administrative Assistant II supervises student personnel
Salary: $2,266.94 Bi-weekly

General Statement of Duties:

Administrative Assistant II provides administrative support to the Department of Student Accounts. The individual in this position is responsible for processing payments, managing student accounts, and providing customer service. Key tasks include handling payments, processing bills, and holds, as well as reviewing financial aid and communicating with students regarding account statuses. They also manage Student Financial Responsibility Forms and oversee daily bank deposits and cashiering sessions.

This role involves updating office communications, assisting with mail merges, and ensuring accurate billing. Proficiency in Excel is required for managing spreadsheets. The employee will assist with follow-ups on late payments, ensure accurate student balances, and handle BankMobile reports related to refunds.

Additionally, they provide excellent customer service, manage the Student Account Calendar, and assist with account reconciliations in the absence of accountants. The position also involves participating in the collection of outstanding balances and tracking collection accounts.

Duties and Responsibilities:
Duties include but not limited to:
Essential:

General Statement of Duties:

Administrative Assistant II provides administrative support to the Department of Student Accounts. The individual in this position is responsible for processing payments, managing student accounts, and providing customer service. Key tasks include handling payments, processing bills, and holds, as well as reviewing financial aid and communicating with students regarding account statuses. They also manage Student Financial Responsibility Forms and oversee daily bank deposits and cashiering sessions.

This role involves updating office communications, assisting with mail merges, and ensuring accurate billing. Proficiency in Excel is required for managing spreadsheets. The employee will assist with follow-ups on late payments, ensure accurate student balances, and handle BankMobile reports related to refunds.

Additionally, they provide excellent customer service, manage the Student Account Calendar, and assist with account reconciliations in the absence of accountants. The position also involves participating in the collection of outstanding balances and tracking collection accounts.

Duties and Responsibilities:

Essential:

Receives and processes payments and bills, including optional and waivable fees, places holds, and reviews anticipated financial aid; performs data entry, produces correspondence and places calls to students regarding account status.
Performs various office tasks such as producing, distributing, receiving, logging and filing correspondence, and maintains office files.
Prepares and balances daily bank deposits and cashiering sessions.
Oversees, tracks, and updates Student Financial Responsibility Forms. Corresponds with students to ensure completion of the forms and applies holds to student accounts when necessary.
Manages the announcements for the office including announcements on myWestfield, updates office voicemail messages, and away messages.
Assists with mail merges and bulk emails to students and champions, including but not limited to account balance notifications and office newsletters. Works closely with marketing and SAIL offices to increase awareness on various functions of the Student Accounts office.
Proficient in Microsoft Excel, including spreadsheet creation and manipulation, ability to manage and update shared spreadsheets. Utilize Excel functions such as pivot tables, VLOOKUP, and conditional formatting to analyze and visualize data. Identify and resolve spreadsheet-related issues, ensuring data integrity and accuracy.
Facilitates follow up with students and authorized users regarding late payment notices. Tracks billing statements and ensures bills are processed for each student, including bills for any new activity.
Manages BankMobile reports, including but not limited to, the undeliverable report, demographic report, expiring check report, and reversal/inactive reports. Communicates with students to facilitate timely refunds in accordance with Federal regulations. Processes entries on student accounts for reissuance of refunds.
Reviews the daily application of payments report and makes adjustments as necessary to ensure student balances are being reported properly.
Provides excellent customer service to students and parents regarding account balances, adjustments, refunds, and WSU policies and procedures.
Assists with managing the Student Account Calendar for the Day and CGCE divisions. Ensures that all tasks and responsibilities are met in a timely manner. Follow up with departments as necessary to facilitate achieving departmental deadlines.
In the absence of the accountants, performs daily reconciliation of accounts receivable with Banner Finance. This includes consolidation of all cashier activity for check, credit card, web and trust fund payments, refunds and the feed into Finance. Processes entries to general ledger to zero out cash clearing account.
Actively participates in the collection of outstanding balances due on student accounts, including monthly contact with borrowers, making decisions of assignments to collection agency. Utilizes Banner, Microsoft Word and Excel to provide a mini collection agency service that is integrated with other University data. Maintains a comprehensive spreadsheet to track status of all collection accounts, ensuring accurate record-keeping and reporting.
Responsible for budget transfers, entering requisitions, processing vendor payments, and contracts.
Assist with reporting, data entry, and other administrative tasks as needed.

Job Requirements:
Required Qualifications

High School Diploma Required.
Three years of full-time office experience or any of the substitutions listed in the state job specifications.
Values working with people that represent different backgrounds.
Ability to establish and maintain computer and hard copy filing systems.
Ability to establish and maintain harmonious working relationships with others.
Ability to follow oral and written instructions.
Ability to maintain accurate records.
Ability to proof written material for grammar, punctuation, spelling and syntax.
Ability to train, schedule, supervise and evaluate part-time student staff.
Ability to type 40 words per minute accurately.

Additional Information:
Salary:

Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.

Employee Benefits:

Benefits are an important component of an employee's total compensation package.

Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.
Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage.

Disability Accommodations

Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.

Background Check

Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.

To apply, visit http://westfield.interviewexchange.com/jobofferdetails.jsp?JOBID=187965

Internal Number: 6212077

About Westfield State University

In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. The University is dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

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Administrative Assistant II

Westfield State University

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