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Business Office Assistant job in Portland

American College of Healthcare Sciences (ACHS) jobs
Oregon (OR), Portland
Company Type:  Certified B Corporation
Industry:  Financial Services
Job Type:  Finance & Accounting
Employment:  Full-time
Impact Area:  Education & Training
Company Name:  American College of Healthcare Sciences (ACHS)

Country:  United States
State / Province:  Oregon (OR)
City:  Portland
Zip / Postal Code:  97239


American College of Healthcare Sciences has been educating industry leading holistic health professionals since 1978. A worldwide innovator in online integrative health education, ACHS is accredited by the Distance Education Accrediting Commission (DEAC). ACHS specializes in accredited online graduate and undergraduate degrees, diplomas, certificates, and continuing education courses in integrative medicine fields like aromatherapy, herbal medicine, and more.

Our mission is to provide leadership in holistic health education through comprehensive professional online and on-campus education and high-quality natural products with a commitment to sustainable practices and principles.

ACHS is a When Work Works award winner for 2017; Oregonian Top 100 Workplaces award winner 2017; #2 on Oregon Business Magazine’s Top Green Workplaces 2017; and named a Military Friendly school for 8 consecutive years. As a Certified B Corporation, ACHS is devoted to excellence in education, sustainability, and ethical business practices. For more information, visit

ACHS is seeking a Business Office Assistant to join the institution’s Business Office team. Responsibilities include processing and managing student payments including payments from a variety of private and federal funding sources, processing credit card and cash payments, daily deposits, financial reporting, past due balance outreach to students and customers, and other accounts payable and accounts receivable responsibilities.

The Business Office Assistant is responsible for communicating information about the College and its financial programs in an accurate, professional, and ethical manner at all times. Must be available to work Monday to Friday, 8:30 am to 5:30 pm, and alternate hours as needed.

Position Responsibilities:

•Engage in student-facing position including answering calls for the Business Office throughout the day, email and written inquiries pertaining to student accounts within 24 hours with a high level of customer service and care for each student

•Process and apply student payments from all funding sources received online, by mail and by phone. 

•Accurately calculate and process account adjustments including student refunds, product replacements, and scholarships in compliance with state and accreditation requirements

•Accurately process and post all Financial Aid payments and refunds

•Process necessary credit adjustments to student account

•Weekly audit of invoicing for correct coding

•Development and implementation of Business Office processes in response to institutional changes or compliance requirements

•Run credit applications and review for eligibility for ACHS payment plans

•Establish and audit student payment plans in merchant services portal and accounting system with 100% accuracy

•Post Title IV recalculations for students withdrawing after calculation by the Financial Aid Office

•Maintain files and update student records appropriately and accurately – All student correspondence and activity must be documented in the institution’s CRM, accounting system, and/or student information if applicable. Note this requires ability to navigate 2-3 database systems

•Maintain familiarity with tuition, fees and miscellaneous charges

•Perform daily credit card, cash, and check deposits and reconciliations to match account settlements.

•Process all accounting for withdrawals in a timely manner to ensure compliance with all federal, state, accrediting agencies and college policies.

•Process all credit adjustments to student accounts weekly and prepare summary report of credits for management.

•Process financial aid disbursements.

•Perform "End of the Month" accounts receivable reconciliations, reports and Statement Processing/Mailing.

•Perform “End of Month” accounts payable reconciliations including credit card reconciliations and financial account reviews.

•Work effectively with Business Office staff who share similar responsibilities and may job share during peak processing periods.

•In conjunction with Director of Student Financial Services, prepare annual 1098-T statements for all students paid qualified educational Expenses

•Perform other related duties and assist on projects as assigned

Accounts Payable Tasks

•Audit incoming accounts payable invoices and conduct outreach to vendors for updated pricing or additional information if needed

•Enter vendor bills in accounting system to generate payments

•Weekly check runs for vendor bills: Generate list of bills that are due; collect and review invoices and supporting documentation; follow up with institutional departments for additional information as needed; process all check payments for signature (Monthly check volume averages 200 checks.)

•Collect credit card receipts, enter charges to correct categories in accounting system, and reconcile all institutional credit card accounts monthly. 

•Responsible for “End of Month” accounts payable reconciliations, including all bank accounts

Accounts Receivable Tasks

•Process accounts receivables including payment entry, account reconciliations and in-house collections for past due accounts 

•Manage third-party tuition assistance invoicing and payment follow up with organizations such as GoArmyEd, WAWF, MyCAA, Voc Rehab, etc.

•Billing of third parties for amounts to be paid on behalf of students (Vocational Rehabilitation, Military Tuition Assistance, etc.)

•Delinquent account tracking and maintenance. Perform timely collections duties to acquire delinquent funds

•Weekly and Monthly Reporting of past due accounts and credit balances

•Responsible for "End of the Month" accounts receivable reconciliations, reports and Statement Processing/Mailing.

Physical Demands:

Requires prolonged standing or sitting. Requires frequent bending, stooping or stretching.

Working Conditions:

Work is routinely performed in a shared office environment. Frequent contact with internal and external stakeholders is required.


Benefits include subsidized medical, dental, and vision coverage; paid vacation, holidays, and sick leave; paid parental leave; subsidized childcare; tax-deferred flex spending and dependent care options; 401K; education credits; gym membership benefit; voluntary life, short- and long-term disability, and supplementary insurance options; and the satisfaction of making a difference in the lives of each and everyone of our students and graduates.


ACHS is committed to equal opportunity and equal treatment for all qualified individuals and supports workforce diversity. ACHS does not discriminate nor will it tolerate discrimination against any person because of age, gender, gender-identity, color, race, national origin, religion, sex, sexual orientation, marital status, disability, veteran status, or any other class protected by law.

ACHS complies with Title IX of the Education Amendments of 1972, a federal
law that prohibits sex discrimination in education, including but not limited to all
forms of sexual harassment and sexual violence. Any person who files a complaint or participates in an investigation is protected from retaliation to the full extent of the law.

For questions regarding Title IX, please contact Melissa Trujillo, ACHS Title IX
Coordinator, Director of Student Registration Support; office located at 5005 SW
Macadam Avenue, Portland, Oregon 97239; 503.244.0726. For further information,
you may also contact the U.S. Department of Education’s Office for Civil Rights,
through its website
cfm, or by calling 1.800.421.3481.

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