Central Office of the Omaha Catholic School Consortium
Position Description
POSITION TITLE: Student Accounts & Collections Assistant
REPORTS TO: Student Account Manager - Phoebe Landrum
POSITION STATUS: Full Time, Non-Exempt
Position Summary: The Student Accounts & Collections Assistant plays a key role in supporting student account management and tuition collection efforts for the Omaha Catholic School Consortium. This position serves as a primary point of contact for families regarding tuition, fees, scholarships, discounts, payment plans, and account balances. The role works closely with FACTS customer service and school administrators to ensure accurate application of tuition charges, financial assistance, and payments.
In addition, the position is responsible for monitoring and managing outstanding tuition and fee balances, communicating with families regarding delinquent accounts, establishing payment arrangements, and supporting collection efforts in a professional and compassionate manner. The Student Accounts & Collections Assistant maintains accurate financial records, provides exceptional customer service, and helps ensure consistent application of tuition, financial assistance, and collection policies across the Consortium while supporting its mission and values.
Principal Duties and Responsibilities:
Customer Service
- Deliver outstanding service to families, students, faculty, and administrative staff.
- Respond to inquiries via phone, email, and in-person regarding account balances, payments, financial assistance, and payment plans.
- Act as the first line of support for families navigating the FACTS system.
- Provide professional, compassionate assistance while maintaining confidentiality and respect for family circumstances.
Student Account Management
- Accurately apply tuition charges, scholarships, discounts, financial aid awards, and account adjustments to student accounts.
- Record tuition and fee payments in the FACTS system, whether received directly or through the accounting team.
- Assist families in resolving account discrepancies and provide practical, solution-oriented support.
- Monitor account activity to ensure accuracy and compliance with Consortium policies.
Collections & Account Resolution
- Monitor outstanding tuition and fee balances and identify delinquent accounts.
- Contact families regarding past-due balances through phone calls, emails, letters, and other approved communication methods.
- Establish and monitor payment arrangements in accordance with Consortium policies.
- Maintain detailed documentation of collection efforts, payment commitments, and account communications.
- Collaborate with school administrators and Student Account Manager regarding collection strategies and account resolution.
- Escalate accounts requiring additional review or action as appropriate.
- Support annual collection and account reconciliation efforts.
Scholarships, Discounts & Financial Aid
- Guide families through scholarship, financial aid, and discount application procedures.
- Review and process applicable tuition discounts and financial assistance adjustments.
- Communicate with families regarding eligibility requirements, deadlines, and documentation needs.
Collaboration & Coordination
- Work closely with the FACTS support team to ensure proper processing and accurate data entry.
- Support school administrative assistants with system-related inquiries and account issues.
- Collaborate with school and Central Office staff to ensure consistency in tuition billing, payment plans, and collection practices.
Administrative & Technical Support
- Assist with the registration and withdrawal of students in the FACTS system.
- Update and maintain family account information across the platform.
- Assist with annual rollover processes, tuition setup, and account maintenance as needed.
Reporting & Data Management
- Maintain accurate and confidential student account records and financial data.
- Generate and review account reports, aging reports, payment histories, and collection activity reports.
- Attend meetings and training with Consortium staff and school staff as required.
Additional Duties
- Perform other job-related responsibilities as assigned.
Qualifications
Knowledge, Skills, and Abilities
- Strong customer service orientation with the ability to handle sensitive financial matters with professionalism, discretion, and compassion.
- Knowledge of account collection practices preferred.
- Proficient in Microsoft Office (Word, Excel, Outlook).
- Ability to learn and effectively utilize FACTS and other financial software systems.
- Excellent verbal and written communication skills.
- Strong organizational, analytical, and problem-solving abilities.
- Detail-oriented with the ability to manage multiple priorities and deadlines.
- Culturally sensitive and able to effectively communicate with individuals from diverse backgrounds.
- Bilingual in English and Spanish required, with the ability to effectively communicate verbally and in writing with families.
Education and Experience
- Associate’s degree in Business Administration, Accounting, Finance, or a related field preferred.
- Minimum of two (2) years of experience in customer service, collections, financial administration, or clerical support.
- Experience in an educational, nonprofit, or faith-based organization is preferred.
Job Type: Full-time
Pay: $20.00 - $23.00 per hour
Benefits:
- 403(b)
- AD&D insurance
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Application Question(s):
- How would you describe your experience in customer service roles?
- What interests you about this position?
- What experience working with non-profits do you have?
- Are you fluent in English and Spanish?
Work Location: In person
