Assistant Resident Accounts Coordinator

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San Marcos, CA

Job Title: Assistant Resident Accounts Coordinator

Location: California State University San Marcos

Reports to: Associate Director of Operations and Conferences

Salary: $24.00-$25.00 per hour and competitive benefits package

FLSA Status: Non-Exempt 


The Assistant Resident Accounts Coordinator is responsible for all aspects relating to the processing of accounts payable and accounts receivable for CSUSM Housing at CSU San Marcos.  Duties include but are not limited to: posting payments, collecting rent, banking, issuing receipts, entering and processing invoices, researching accounts, interacting with vendors, and project-based work.  Maintaining a customer-focused and professional image through in-person, electronic, and telephone communication with all internal and external customers is essential.  This position is classified as full-time remote, and standard working hours are Monday to Friday, 9am to 5pm PST (West Coast). Staff may be asked to assist onsite and in-person during move-in/move-outs and other critical times.

Essential Duties and Responsibilities

  • Receive resident payments and issue receipts during academic year and summer term.
  • Collect resident payments on past accounts and document progress made on a weekly basis.
  • Send correspondence to residents regarding financial information to their accounts (letters, emails, collection calls, and door notices).
  • Manage payment solutions to past residents and ensure timely execution.
  • Reconcile invoices and receipts through billing software systems. 
  • Complete weekly reports for site owners and university stakeholders on aged receivables, license cancellations, and delinquency. 
  • Serve as a customer service representative for the CSUSM Housing main office. 
  • Conduct regular audits of student accounts in property management software system to ensure accuracy and detail. 
  • Utilize property management software system for student accounts including initial creation, move in/move out, assessing charges/credits, and reconciling payments. 
  • Run Delinquency Report in property management software system and submit to supervisor(s) and Regional Manager on the 20th of each fiscal month. 
  • Process the financial close of each fiscal month for property by running all necessary reporting. 
  • Collaborate with site maintenance staff on turn, damage inspections, vendors, work orders, and payments. 
  • Create and process invoices for payment to various CSU San Marcos departments.
  • Submit write-off requests to supervisor(s) and Regional Manager.
  • Assist site staff with daily bank deposits. 
  • Maintain filing system and keeping of confidential information as needed. 
  • Order office supplies as needed or requested by supervisor.
  • Serve as essential personnel during major emergencies affecting campus (i.e. pandemic, inclement weather, fire, natural disasters, etc.)
  • Keep accurate and organized records of all daily deposits, resident payments, and resident charges. 
  • Submit deposit logs to the corporate office on a regular basis.
  • Complete NSF check returns, both in account entries and communication to residents.
  • Provide accurate reports with regards to past due accounts and assist in the collection of past due accounts, including court filings and court attendance.
  • Prepare appropriate records for eviction proceedings.
  • Serve as a main point of contact for site vendors with questions regarding accounts payable/receivable.
  • Create end-of-year reporting as needed for site owners, stakeholders, and supervisors. 
  • Participate in cross-training to understand multiple properties within department to fill in as needed.  
  • Other duties as assigned.

Work Schedule:
The position requires a regular workday (8:00am to 5:00pm PST/West Coast, Monday through Friday) with additional responsibilities in the evenings and weekends during high volume periods such as move-in, move-out, turn, and leasing events. This position is 100% remote working outside of the office during business hours. This position communicates daily through virtual meetings and staff will be required to give regular progress updates to management. Staff are expected to have reliable internet service at their own expense. A laptop will be provided. 

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is usually performed within an office environment, with standard office equipment available.  Workload fluctuates depending on the season.  The work environment is mid to high-paced. Attention to detail and the ability to self-manage (or work independently) are essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The ability to work overtime during key operational times is necessary. The noise level in the work environment is usually moderate.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Education/Experience/Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

  • High school diploma or general education degree (GED). Bachelor’s degree and relevant experience preferred.
  • Two to three years of clerical experience.
  • Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.  All must be accomplished in English. 
  • Mathematical Skills - Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 
  • Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
  • Experience and knowledge of Microsoft Word, Excel, and Outlook. 
  • Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.    

Other Information

Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.