Job Details

Sponsored Student Accounts Specialist (Accounting Technician III)

Position Number: 6461185
Location: Golden, CO
Position Type: Bursar and Student Accounts

Sponsored Student Accounts Specialist (Accounting Technician III)

Colorado School of Mines

Salary: $50,856.00 - $57,012.80 Annually

Job Type: Full Time

Job Number: GLA - JR107174 - 08/25

Location: Golden, CO

Department Information

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Located in the foothills of the Rockies, a short walk from downtown Golden, Colorado, Mines campus is home to a close-knit community of change makers, boundary breakers and problem solvers.

Mines is proud to offer excellent benefits and perks, including:

Choice of Medical, Dental, and Vision Insurance plans
Generous vacation and sick leave plus 13 paid holidays (including a week off between Christmas and New Year's Day)
Enrollment in Colorado's State pension plan (PERA) and optional retirement plans
Parental Leave and an on-site daycare center
Reduced cost tuition for employee and family members
Life and Disability Insurance
Professional growth and training opportunities
Free tickets to Mines sporting events, and discounts programs through the State of Colorado
Colorado State Employee Assistance Program
Access to a world-class recreation center and discounted equipment rentals at our Outdoor Rec Center
Community Alliance groups bring together employees for professional development, networking, and community involvement
Access to the wealth of activities happening every day on campus - nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.
Free RTD Ecopass

Description of Job

Summary
The Sponsored Student Accounts Specialist is responsible for managing third-party sponsorships and billing arrangements for students whose educational costs are covered by external organizations. This position serves as the primary point of contact for all third-party sponsor billing and collections, ensuring accurate account management, timely invoicing, and compliance with University policies and sponsor agreements. The role also involves direct communication with students, sponsors, and internal departments to resolve account issues and facilitate efficient processing of payments.

Third-Party Billing and Account Management - 50%

Serve as the liaison between students, sponsors, and the University regarding third-party billing policies and account status.
Establish, maintain, and monitor third-party sponsor accounts in the student information system.
Review and interpret sponsor contracts, letters of credit, and memoranda of understanding to determine billing eligibility and terms.
Generate and send invoices to sponsors in accordance with contractual terms and University billing schedules.
Post sponsor payments and reconcile transactions to student accounts to ensure accuracy.
Track outstanding sponsor balances and follow up on past due accounts; initiate collection efforts as appropriate.
Coordinate with internal offices such as Financial Aid, Registrar, Admissions, Veterans Services, and General Accounting to ensure accurate student billing and compliance with funding source requirements.

Customer Service, Cashier Backup, and Office Email Management - 25%

Serve as backup front-desk support, greeting walk-in visitors and providing assistance with general inquiries related to third party billing, payments, refunds, and account holds.
Deliver exceptional customer service by answering phone calls and addressing student and parent questions related to tuition, fees, financial holds, and general student account matters. Position must maintain knowledge of institutional policies and procedures, providing guidance to students and families in alignment with University policies and procedures.
Coordinate with internal departments (e.g., Financial Aid, Registrar, Admissions, Housing) to resolve complex account issues and ensure timely resolution of student concerns.
Triage and escalate complex inquiries to appropriate staff members or departments, ensuring consistent follow-up and resolution.
Monitor and manage the shared Bursar Office email inbox, ensuring prompt, clear, and accurate communication with students, families, and third-party sponsors.
Process incoming and outgoing mail, including check requests, payment submissions, and student correspondence; maintain proper documentation and routing.
Serve as cashier backup in the event that the cashier is out of the office.

Student AR Refunds - 20%

Process student account refunds resulting from financial aid overpayments, dropped courses, waivers, and other credit balances, in accordance with institutional and federal guidelines. ACH refunds are processed daily and paper checks are processed once a week.
Review and verify student accounts to ensure that refunds are appropriate and that all eligible charges have been accounted for before disbursing funds.
Coordinate with the Financial Aid Office to confirm disbursement eligibility, especially for Title IV aid, ensuring compliance with federal return of funds (R2T4) regulations.
Maintain accurate documentation of all refund transactions in student information and imaging systems (e.g., Banner, OnBase, Workday), ensuring audit readiness and compliance.
Respond to inquiries from students and families regarding refund status, eligibility, and timing in a professional and customer-focused manner.

Other Duties as Assigned - 5%

Provide backup support for colleagues during absences, peak workload periods, or special assignments to ensure uninterrupted office operations..
Assist with departmental projects and initiatives as needed.
Contribute to outreach efforts related to, but not limited to, billing deadlines, payment plans, registration holds, or returned payments, using phone, email, or written notices.
Support departmental projects or events, such as registration, orientation, or term-start activities, by providing additional front-line service and logistical support.
Participate in special projects or assignments related to accounts receivable, student account management, or office administration, in alignment with the AR Specialist role and scope of responsibilities.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

H8B3XXACCOUNTING TECHNICIAN III
MINIMUM QUALIFICATIONS:

Experience Only:
Three (3) years of relevant experience in an occupation related to the work assigned to this position. (Experience must be clearly documented in the Work History section of your application)

OR

Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years (Transcripts must be attached for educational credit).

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at https://apptrkr.com/get_redirect.php?id=6461185&targetURL= within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

Supplemental Information

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines' commitment to nondiscrimination, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a talented student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequality or concerns for safety.

Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world's problems and educating the next generation of change makers? Are you an individual who values a rich and vibrant diverse and inclusive community, where our different perspectives and experiences enrich the educational and work experience?

Look to Mines.

To apply, please visit https://www.governmentjobs.com/careers/colorado/jobs/5039588/sponsored-student-accounts-specialist-accounting-technician-iii

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