Fiscal Specialist 1
The Evergreen State College - olympia, WA
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Posting Details Position Information Position Title Fiscal Specialist 1 Working Title Fiscal Specialist for Military Benefits Location Olympia EEO Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity /equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) , Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505. Union Represented Yes Overtime Eligible Yes Monthly FTE 0.5 Salary Step (minimum monthly amount) $1,756.50 Salary Step (maximum monthly amount) $2,340.50 Cyclic Position No Cyclic Details n/a Project Position No End Date n/a Special Note This is a part-time .5 FTE (20 hours per week), overtime eligible position in the Veterans Resource Center on the Olympia Campus of The Evergreen State College. Position Purpose This position prepares and processes paperwork necessary to fund student veterans, dependents, and survivors who are using VA and other veterans' educational benefits, processes payments, and maintains records of educational benefit transactions. This position provides information to student veterans, dependents, and survivors about educational benefits programs and eligibility and assists these students in completing the application process for benefits by ensuring students are providing the correct information to prove eligibility. The incumbent follows the parameters and requirements set by the VA or program administrator to advise students and follows through with the funding source to establish the eligibility and educate the student on how the benefit will be administered. The incumbent acts as an advisor to student veterans, dependents, and survivors on the status of their educational funding and refers students to appropriate departments as needed. Nature and Scope This position reports to the Director of the Veterans Resource Center and is responsible for processing Third Party Guarantees pertaining to veterans and dependents and payments and returns on Veterans Affairs (VA) educational benefits (Chapter 30, 31, 33, 35, and 1606). Additionally, the position processes paperwork to receive and verify active-duty tuition assistance payments and is responsible for coordinating any state or federal waivers pertaining to veterans, dependents, and survivors with other departments, such as Financial Aid. The incumbent works with the Academic Budgeting and Student Accounts to process any additional class fees or class fee refunds. This position communicates on a regular basis with the VA and various branches of the service to reconcile differences in payments provided by the VA and those charged to the VA and to solve issues surrounding students' eligibility for VA educational benefits. The incumbent acts as a backup School Certifying Official when necessary. Essential Functions Educational benefits programs and eligibility Provide information to student veterans, dependents, and survivors about educational benefits, tuition assistance, and tuition waivers, including Veterans Administration (VA) educational benefits, Department of Defense tuition assistance, WA state dependents and veterans' tuition waiver, etc. Provide information on eligibility and assistance with application requirements for each educational benefit and tuition assistance/waiver program. Third Party Guarantees Receive documentation for veterans and/or dependents to verify benefit eligibility. Check registration of veterans and dependents to verify cost to VA. Prepare invoices and statements to received funds from VA for student tuition, fees, and other covered costs. Provide information to Financial Aid to coordinate refunds, debits, and other necessary financial transactions. Create invoices, A19's, and spreadsheets relating to all VA educational funding to enable receipt of funds from VA. Maintain and interface with the Veterans Retraining and Employment TUNGSTEN invoicing system used to fund students with disabilities. Create entries and postings of all guaranteed funds to Student Accounts from invoiced funds received from the VA to provide data to Student Accounts and Financial Aid; check entries to ensure accuracy for VA inspections. Make copies of all invoices for Student Accounts after 10th day of quarter for mailing and invoicing of 3rd party guarantor. Review student accounts after funds are received from 3rd party guarantors to check for changes; process adjustments to tuition and fees as needed. Balance accounts and maintain spreadsheets to ensure proper use of VA funding in accordance with VA requirements and inspections. Veteran Readiness and Employment (Chapter 31) Receive 1905 forms from supervisor to verify registration and create invoices to the VA. Create entry sheets and provide to Student Accounts for funds to be posted on the 10th day of the quarter. After 10th day of quarter, make copies of invoices for Student Accounts to mail/email invoices to 3rd part guarantor. Check each student account when funds are received from the VA for any changes to return funds with an A19 if they have been any changes in the student registration between the time the invoice was created and paid. Balance accounts and maintain spreadsheets current with all entries to student accounts from entry sheets for inspection by VA inspectors. Post-9/11 GI Bill (Chapter 33) Receive list from supervisor for current quarterly student to process student accounts for payment. After 10th day, run veterans billing (Fall, Winter, Spring) and Veterans Certification (Summer) for all enrolled veterans/dependents using this benefit and create spreadsheet for all students using chapter 33 benefits to include Tuition, Fees, any waivers, and sessions for Summer for supervisor to certify student accounts to VA using Enrollment Manager. Create entry sheets as funds arrive from VA and post to student accounts to verify that correct funds and/or percentage of funds were received; identify and research reason for differences and work to correct the funding to ensure that the proper VA funds are received and applied to the correct account. Maintain communication with the Veterans Resource Center to ensure that any new certifications that occur during the quarter are applied to ensure that new records are created and/or current records are updated. Survivors' and Dependents' Educational Assistance (Chapter 35) Use waiver report provided by supervisor to determine students that are eligible for Washington State waivers. Create entry sheets with mandatory tuition and class fees to be waived to provide to Student Accounts. Maintain spreadsheet with all waiver entries for inspections. Ensure accounts are balanced to ensure proper use of funds. Class Fee Refunds Work with Academic Budgeting and Student Accounts to ensure that any class fees that are refunded are accounted for and returned to the VA. Run the Class Fee Third-Party Billing to Adjust report for the VA to find any FM33, FMLT or FACL students that have class fee refunds to return. Create A19s to return funds to the funding organization to ensure proper use of funding. Keep spreadsheet of all A19 entries to maintain records of returned fees for verification and inspection purposes. Tuition Assistance Work with all military branches to ensure that tuition assistance funding is received and processed in accordance with service branch regulations to ensure that funds are applied to the correct student accounts and verified to the appropriate branch of service. Maintain records of all tuition assistance fund transactions for verification and inspection purposes. Other Duties Lead the work of up to fifteen VA work-study students, including verifying hours worked and training work-study students in record keeping and peer advising. Act as a backup School Certifying Official when necessary to certify students to the VA to initiate payments for tuition and fees, initiate payment to students for educational benefits, and act as the point of contact for the school to the VA for all issues concerning VA educational benefits and Department of Defense Tuition Assistance benefits. Attend School Certifying Officials WAVES conferences and quarterly WSAC meetings. Additional Duties Knowledge Skills and Abilities Knowledge of and ability to explain veterans' educational benefits, including eligibility requirements, required documentation, what the benefits entail, and how benefits are administered. Knowledge of how higher education student financial accounts work. Knowledge of how financial transactions are handled between institutions of higher education and the Veterans Administration and the Department of Defense. Skilled at working with students, faculty, and staff in resolving issues with student educational funding. Ability to calculate the amount of tuition and fees due using Banner and the application of tuition and fee rates and eligible fee waivers. Skill in exporting information from information systems and building reports. Skill and ability in preparing fiscal documentation and maintaining records of educational benefit and related transactions; ability to process a high volume of benefits transactions. Ability to lead the work of student employees, including tracking hours worked and providing training. Skilled at solving issues in person, over the phone, and through email. Skilled at working in a high paced office environment with multiple distractions. Effective and concise communication ability with the capability to convey complicated information in understandable terms. Skill in performing financial mathematical functions and transactions. Skill in using standard office equipment and computer software, including Microsoft Office and Banner. Ability to maintain confidentiality of student information and comply with FERPA. Ability to work in an office environment for extended periods at a computer. Ability to lift up to 35 pounds. Minimum Qualifications Desired Qualifications Accounting degree. Experience in maintaining student financial records pertaining to VA educational benefits in a higher educational institution. Experience using financial software and student information systems. Conditions of Employment Must provide proof of identity and employment eligibility within three days of beginning work. This position is part of a bargaining unit and covered by a collective bargaining agreement. Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination. Benefits A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please view Posting Detail Information Posting Number S Number of Vacancies 1 Open Date 09/27/2024 Close Date 10/17/2024 Special Instructions to Applicants
Created: 2024-10-01