Customer Service & Billing Specialist - Residence Billing Coordinator

Position Number: 40074234

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 9/25/2025

Application Review Begins: 10/10/2025

Department Code (Name): CTLR (Controller)

Percentage of Time: 100%

Union Code (Name): CX- Clerical Unit

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35 to $31.38/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $29.35 to $42.06/hour.

Work Location: Student Affairs & Admin Svs - 1212

Working Days and Hours: M-F; 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Other -BFS supports a hybrid agreement for this position and will continue to do so as long as it makes sense for the position and meets the campus policies.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

In support of the UCSB Mission and UC Statement of Ethical Values, Business & Financial Services is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The BARC Billing Assistant supports a wide range of student receivable, billing, and customer service functions to ensure accurate financial processing and exceptional service delivery. Under general supervision, the role assists with financial journals, registration payment processing, daily balancing, payment plan audits, account maintenance, and financial aid file review, requiring sound judgment and adherence to UC and campus policies. Serving as a primary contact for students, parents, and departments, the position provides professional guidance on billing and payment inquiries, resolves complex account issues, and identifies service improvements to manage peak workloads efficiently. The Billing Assistant also coordinates housing-related billing with Housing and Residential Services, ensuring timely statements, accurate payment applications, and proper assessment of late fees. In addition, the role supervises 4-10 student employees, overseeing scheduling, training, and performance to ensure effective front-line customer support.

Required Qualifications:

• High school diploma or equivalent experience.
• 4-6 years Experience providing professional customer service, including resolving billing, payment, or account-related inquiries in a high-volume environment.
• 4-6 years Experience handling financial transactions, account adjustments, or reconciliation activities with accuracy and attention to detail.
• 4-6 years Experience working with receivables, billing systems, or financial software (e.g., BARC, CASHNet, general ledger, or comparable systems).
• 4-6 years Experience interpreting and applying organizational policies, procedures, or regulations in daily work.
• 4-6 years Experience preparing, reviewing, or analyzing financial journals, spreadsheets, or reports to ensure accuracy and compliance.
• 4-6 years Experience collaborating with multiple departments or stakeholders to resolve account, billing, or financial discrepancies.

Preferred Qualifications:

• 1-3 years Experience training, supervising, or providing guidance to student employees or staff in a customer service or financial services environment.
• 1-3 years Familiarity with housing or auxiliary billing processes in a university setting.
• 1-3 years Knowledge of UC policies and procedures related to student receivables, registration, cash handling, and financial aid.
• 1-3 years Experience working in higher education, particularly in student financial services, billing, or cashiering operations.

Special Conditions of Employment:

• May be required to work overtime during peak periods.
• Candidates must be legally authorized to work in the United States without the need for employee sponsorship.
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 40% BARC Billing Assistant - Under general supervision, assists with various financial tasks such as preparation of financial journals, Registration Payment Processing, Withdrawal/Cancellation of Registration, ARID Setup, Daily Balancing, Account Blocks, Payment Plan Audits, Ad-Hoc Reports, BARC Usage, and Financial Aid File review. Regularly works on tasks that require the exercise of considerable discretion and judgment within defined guidelines and practices to determine appropriate action. Works closely with the Office of the Registrar and other campus departments to resolve issues. Applies organization policies and procedures to ensure accuracy and that daily operations run smoothly. Performs analysis and research by gathering information from a variety of sources to troubleshoot and complete projects, assignments, and tasks of moderate scope and complexity. Applies somewhat complex spreadsheet formulas, pivot tables, and similar functions. Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. May analyze trends. Works on sensitive issues, priorities, protocol, etc. Requires thorough knowledge of UC Policy, UCSB registration and person index policies, external regulations, and internal policies.
• 40% BARC Customer Service - Serves as the primary contact for students, parents, and campus departments regarding billing, payments, and account inquiries. Provides prompt, accurate, and professional guidance, troubleshooting issues and offering solutions and training as needed. Identifies trends in customer inquiries and transaction processing, recommending improvements and managing increased volumes during peak registration periods while maintaining efficiency and attention to detail. Requires thorough knowledge of UCSB registration and cash handling policies, FERPA/HIPAA regulations, UC receivable policies, and transaction processing in BARC, CASHNet, and GL systems to effectively resolve issues and support departments.
• 15% HDAE Residence Billing Coordinator - Notifies the Housing Administrative offices of upcoming billing deadlines, ensuring timely generation of statements and accurate processing in the general ledger. Acts as a key liaison for students and campus departments regarding housing-related billing inquiries, applying analytical skills to review accounts, investigate discrepancies, and provide clear guidance to customers. Collaborates closely with Housing and Residential Services to identify delinquent accounts, assess and apply appropriate late fees, and ensure compliance with University policies. Maintains thorough oversight of BARC accounts, monitoring transactions and performing detailed account reviews to ensure correct payment application and system processing. This role requires strong attention to detail, sound judgment in resolving complex billing issues, and the ability to communicate effectively with both students and departmental staff to facilitate accurate and efficient financial operations.
• 5% Student Employee Supervisor - Trains and supervises 4-10 student employees, adjusting staffing based on seasonal workload. Develops weekly schedules to ensure adequate coverage during peak processing times. In collaboration with the Customer Service Supervisor, participates in hiring and evaluating student employees. Delegates tasks as appropriate and follows up to ensure work is completed accurately. Maintains clear communication and provides ongoing training, recognizing that students often serve as the first point of contact with the public.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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