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Reports and Billing Coordinator

Company: San Jose State University
Location: San Jose
Posted on: September 18, 2023

Job Description:

Job Summary
Performs duties under the general supervision of the Assistant Director for Residential Accounts and Financial Services but works independently to achieve specified outcomes, the Reports and Billing Coordinator is responsible for the auditing and billing of all on-campus residents, coordinates a variety of reports and analyzes data for accuracy for the Housing department. In addition, the Reports and Billing Coordinator acts as the first point of contact for staff to troubleshoot database-processing issues. The position supports the licensing, assignments, meal plan administration, cashiering, accounts receivables and collections areas of University Housing Services.

Key Responsibilities

  • Utilizing campus IPP due dates, coordinates billing upload and due dates with Financial Operations staff.
  • Performs scheduled fee assessments in StarRez to create regular batch uploads to campus PeopleSoft system.
  • Invoices outside entities for housing and meal services rendered to residents. Outside entities may include government agencies, private parties, or other small businesses that require specialized invoices and methods of accounting. Adapts invoices to ensure compliance with other agency specifications.
  • Processes billing charges and changes for telephone, parking, meal plans, room, and activities.
  • Regularly audits various reports generated from housing management software (StarRez) to ensure accuracy and billing integrity, making necessary corrections prior to fee assessment.
  • Develops and writes ad-hoc audits and reports as necessary.
  • Utilizes the development database to reproduce all entries and all scenarios that may be processed by co-workers to accurately reproduce, test and analyze outcomes.
  • Responsible for accurate billing of resident accounts. This includes initial billing, invoicing and subsequent period billings, processing charge and payment adjustments and damage charges.
  • Responsible for maintaining the complex custom tools built by StarRez for UHS. Using knowledge of the database and UHS business practice, the SQL statements must be updated and changed at various times of the year to achieve desired outcome of billing.
  • Liaison with campus food service vendor and Spartan Shops, an SJSU auxiliary.
  • UHS administers the meal plans for all on campus residents and the RBC is responsible for the fiscal integrity of the program, over 9 million dollars annually.
  • Attends Housing and Dining Services meetings and produces weekly meal plan report
  • Plans and implements fall and spring semester department process for allowing residents to change their meal plans. Notifies staff and residents of upcoming change periods.
  • Prepares and submits monthly meal plan audit. This includes researching discrepancies, coordinating corrections with The Commons to update records, and contacting residents with SJSU ID number issues that result in audit anomalies.
  • Responsible for subsequent midyear database audits and updates to billing due dates and SQL updates to custom tools for pro-rates.
  • Reviews then tests configurations for accuracy and desired results by utilizing the development database.
  • Manages complex spreadsheets for various programs and areas within the department Designs, implements and evaluates all reports prior to release.
  • Acts as first point of reference for staff experiencing problems retrieving data from Housing software database.
  • Conducts training sessions for housing staff relating to the use of the housing management software system.

    Knowledge, Skills & Abilities

    • Knowledge of SQL, word processing, spreadsheet, PeopleSoft, and database software.
    • Ability to review financial documents for accuracy, completeness, validity and adherence to standards.
    • Ability to compute and post figures efficiently and accurately.
    • Ability to review financial documents for accuracy, completeness, validity and adherence to standards.
    • Demonstrated ability to perform complex tasks involving independent judgment, accuracy and speed.
    • Must be able to work while under the heavy pressure of constant deadlines.
    • Must have excellent written and verbal communications skills.
    • Thorough knowledge of UHS business practices including (but not limited to) applications, assignments, cashiering, billing and facilities. Knowledge of SQL. Knowledge of StarRez and PeopleSoft databases.
    • Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner, apply judgment, discretion and initiative in performing a variety of tasks.
    • Ability to analyze complex data, interpret financial records and determine most efficient method of implementation.
    • Ability to resolve complex issues, make independent decisions, exercise sound judgment, and follow through to completion.
    • Requires attention to detail and accurate data entry. Proficient use of basic methods and procedures to research various topics.
    • Ability to analyze, audit, and process all types of payment requests.
    • Ability to act as a primary information source for staff members in functional unit.

      Required Qualifications

      • Any equivalent combination of education and experience which provides the required knowledge and abilities.
      • Equivalent to four years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities.

        Preferred Qualifications

        • Bachelor's Degree in Business Administration, Finance, Accounting or a related field
        • Experience coordinating billing process for a housing or residential program.
        • Experience conducting an auditing process.
        • Experience creating and producing reports from a database system.
        • Experience working in a residential or property management environment.
        • Experience working in an educational environment

          Classification: Accounting Technician III
          Anticipated Hiring Range: $4,492/month - $4,615/month
          CSU Salary Range: $3,779/month - $6,632/month

          San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the .

          Application Procedure
          Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

          • Resume
          • Letter of Interest

            All applicants must apply within the specified application period: July 12, 2023 through July 26, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

            Contact Information
            University Personnel


            CSU Vaccination Policy
            The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to .

            Additional Information
            Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

            The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


            All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

            Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
            Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at .
            Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at .
            Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

            Equal Employment Statement
            San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Keywords: San Jose State University, San Jose , Reports and Billing Coordinator, Accounting, Auditing , San Jose, California

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