Hybrid Staff Accountant, Accounts Receivable na None

DEPARTMENT: Business Office

REPORTS TO:  Controller

Expectation of Employee

The Staff Accountant, for Accounts Receivable (AR), is the primary contact for parent communication regarding student accounts. They maintain the billing system and utilize accounting software to ensure timely and accurate billing, prompt and accurate receivables reports, follow up with families to ensure payment of balances, and support the Accounting Department as a backup for primary functions like the weekly check run. The Staff Accountant for AR also supports the general Business Office function and coordinates with coworkers to cross-train them on critical AR functions. The position typically works 30 to 40 hours per week.

Essential Duties and Responsibilities

• Provide prompt and helpful customer service to families with payment questions and issues, including monitoring the shared Student Billing inbox.

• Maintain the Clarity and FACTS billing systems, and prepare entries to be imported into the General Ledger. 

  • Add new families to FACTS for tutoring, and maintain family accounts

  • Primary customer service for payment plan questions and accommodations

  • Responsible for tying out student billing systems to the General Ledger & Admissions 

  • Ensure accurate billing to families by verifying charges and reviewing for credits and prior year balances

• Prepare and send regular invoices for tuition and incidental charges, work with families to find payment solutions or access their payment accounts, and recover past-due balances by following up with individuals who have delinquent payment plans.

  • Annual tuition and monthly incidental billing

  • Regular delinquency follow-ups with parents

  • Communicate billing options for employees, set up and track payroll deductions with HR

• Process and record payments by check or received electronically for Student Billing or Cash Receipts. Prepare deposit slips/reports for deposit and reconciliation.

  • Record deposits of amounts received at school

  • Authorize.net/square/etc. electronic payments

• Prepare Aging Reports, Delinquency Reports, and other receivables reports regularly for internal evaluation and review with supervisor. 

• Review reports, communications, and other information to determine course of action in collections, as well as placing holds on the release of grade reports or enrollment contracts.

  • Request report/important dates from division administrative assistants so that discussions can occur and hold recommendations can be made in a timely manner

  • Maintain and communicate holds lists

• Work closely with non-tuition revenue program directors to coordinate billing and receivables, including investigating overpayments, entering offsetting credits, follow up with delinquent balances, and suggest process improvements as appropriate.

  • Work with the Tutoring Connections director to bill families and maintain good records to answer questions from families

  • Work with Upper School counselors to bill AP tests, including Financial Assistance 

  • Work with After School Care/Enrichment and Summer programs directors to ensure billed accuracy and process

• Work with Admissions to confirm totals of tuition, financial assistance, tuition remission, and scholarships.

• Organize and maintain student accounts and records. 

  • Organize files for reference 

  • Maintain files as governed by the document retention policy

  • Organize and maintain a master spreadsheet of tuition numbers that tie to GL and admissions/enrollment numbers each year

• Assist in annual audit/990 preparation by running reports, maintaining workpapers, and fulfilling auditor requests.

  • Maintain spreadsheets that are used annually

  • Review and update relevant narratives

  • Prepare year-end reports regarding open balances

  • Finding and organizing requested contracts and documents

• Maintains financial security by following internal controls and privacy best practices.

 General Finance Duties and Responsibilities

• Serve as a backup and regular support for Accounts Payables functions, including processing payments, verifying approval and documentation in Blackbaud, and assisting in other processes and analysis.  

  • Assist in managing the shared Payables email account

  • Prepare a weekly check run occasionally and as needed

  • Review and process credit cards, and reach out to individuals with required information

  • Process payments for Amazon and Lowe’s accounts

  • Troubleshoot payments with vendors, and answer questions from employees about payment statuses

• Research and recommend programs, policies, and procedures to improve the effectiveness and efficiency of the Business Office functions, including new software, internal controls, and customer service.

• Prepare informational parent letters regarding bus routes and process parent requests for transportation contracts in the order received. Maintain bus rider lists for communication during the year, and is the contact person for parents and the bus company.

  • Work with Communications/Admissions on letters to parents

  • Create lists for school and bus company use

• Prepare official letters to families for contract changes or cancellations, or other important communication from the Business Office.

  • Tuition schedule

  • Withdrawal paperwork/TRP forms

• Act as general support and backup for the Business Office as needed.

• Accomplish all tasks as appropriate. Other duties outside this description may be assigned as necessary.

Qualifications

• Experience, Education, and Licensure

3-5 years customer-focused administrative or bookkeeping experience, Bachelor's degree in business-related field preferred, minimum Associate’s degree required. 

• Skills

• Proficiency in MS Office applications required, specifically Word and Excel.

• Customer service focus, positive energy, and good communication skills.

• Demonstrated analytical and problem-solving skills, with attention to detail and accuracy.

• Experience with Blackbaud or other database/accounting software is desirable.

• Strong organizational and analytical skills, with the ability to identify and resolve problems in a timely manner.

• Ability to exercise sound judgment and work effectively with personnel at all levels.

• Ability to prioritize and work under deadlines.

Americans with Disability Specifications

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 occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouc,h or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

Work environment characteristics 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.

The noise level in the work environment is usually moderate.