ACCOUNTS RECEIVABLE SPECIALIST

Job Description

Job Description

Position Summary:

The Accounts Receivable Specialist is responsible for the accurate and timely processing, recording, and reconciliation of accounts receivable and cash receipt activity for the school. This position manages daily receipts and deposits, records transactions using the school's general ledger and tuition management software, maintains supporting documentation, researches account discrepancies, and provides responsive service to families, employees, and school departments.

The Accounts Receivable Specialist works closely with the Accounting Manager and other members of the Business Office to maintain accurate financial records, strengthen internal controls, and ensure financial transactions are processed in accordance with Generally Accepted Accounting Principles (GAAP), established accounting policies and procedures, and applicable organizational requirements.

Essential Job Duties & Responsibilities:

Accounts Receivable & Cash Receipts

• Receive, verify, record, and process payments and other funds received by the school.

• Prepare, batch, and post deposits and cash receipt transactions accurately and timely.

• Process tuition, fees, financial aid, scholarships, and other student account activity using the school's tuition management and general ledger systems.

• Maintain accurate accounts receivable records and complete supporting documentation.

• Create and maintain online payment forms and assist with electronic payment processing.

• Prepare journal entries related to accounts receivable, deposits, transfers, adjustments, and corrections.

• Research and resolve discrepancies involving payments, deposits, account balances, and general ledger coding.

• Review transactions for proper account classification, documentation, authorization, and recording in accordance with GAAP and established Business Office procedures.

• Assist with account reconciliations and ensure transactions are recorded in the appropriate general ledger accounts and accounting periods.

• Monitor outstanding receivables and assist with collection and follow-up activities as assigned.

Deposits & Cash Handling

• Prepare daily bank deposits and deliver deposits to designated financial institutions.

• Count, prepare, distribute, and reconcile cash boxes for athletic events, school activities, and other events as needed.

• Ensure cash collections are properly counted, documented, secured, and reconciled.

• Follow established cash-handling procedures and maintain appropriate segregation of duties.

• Retrieve Business Office mail and appropriately route checks and other financial correspondence.

Policies, Procedures & Internal Controls

• Follow established accounting policies, procedures, and internal controls governing accounts receivable, cash receipts, deposits, and financial transactions.

• Assist the Accounting Manager with the development, documentation, implementation, and maintenance of Business Office policies and procedures related to accounts receivable and cash-handling activities.

• Monitor accounts receivable processes for compliance with established policies and procedures and promptly communicate identified discrepancies or control concerns to the Accounting Manager.

• Maintain appropriate supporting documentation and audit trails for financial transactions.

• Support compliance with GAAP and applicable regulatory and organizational requirements.

• Recommend process improvements that strengthen internal controls, improve efficiency, and enhance the accuracy and timeliness of financial reporting.

• Assist with maintaining written procedures for recurring accounts receivable functions to promote consistency, continuity, and appropriate segregation of duties.

Accounting & Reconciliation Support

• Assist with monthly general ledger and account reconciliations related to accounts receivable and cash receipts.

• Research discrepancies and prepare appropriate correcting entries for review and approval.

• Assist the Accounting Manager with month-end and year-end closing activities.

• Review accounts receivable activity for completeness and accuracy prior to month-end close.

• Prepare supporting schedules, reconciliations, and documentation for annual financial statement audits, reviews, and other financial examinations.

• Respond to CPA or auditor requests related to accounts receivable, deposits, and other assigned areas under the direction of the Accounting Manager.

• Maintain organized accounting records in accordance with the school's record-retention policies and procedures.

Customer Service & Business Office Support

• Respond professionally and timely to questions from parents, employees, vendors, and school departments regarding payments and account activity.

• Maintain confidentiality of student, family, employee, and financial information.

• Collaborate with school departments to ensure financial transactions are properly documented and processed in a timely manner.

• Provide backup support to other Business Office functions as needed.

• Assist with special projects and other duties assigned by the Accounting Manager.

The successful candidate must be able to manage multiple priorities and deadlines while maintaining a high level of accuracy. The position requires strong numerical and analytical skills, professional communication, attention to detail, and the ability to work both independently and collaboratively. The employee must demonstrate integrity and accountability when handling school funds and confidential financial information.

Qualifications :

• High school diploma or equivalent required; associate degree or coursework in accounting, finance, or business preferred.

• Two or more years of accounts receivable, bookkeeping, cash-handling, or general accounting experience preferred.

• Experience working in a school, nonprofit organization, or similar environment is a plus.

• Experience using general ledger, tuition management, or comparable accounting systems preferred.

• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.

• Working knowledge of accounts receivable, general ledger transactions, deposits, and account reconciliations.

• Ability to accurately handle cash and other financial transactions.

• Strong attention to detail, organization, and follow-through.

• Ability to research discrepancies and resolve routine accounting issues.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial information.

Physical Requirements:

This position primarily works in an office environment and requires regular use of a computer and other office equipment. The employee must be able to transport deposits to financial institutions and may occasionally be required to lift or transport cash boxes, files, or other Business Office materials.

Additional Information:

This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on the operational needs of the school.