Accounts Receivable Coordinator

Role Description: Accounts Receivable Coordinator

Supports: Finance & Operations

Organizational Reporting: Executive Director

Role Type: Part-Time Staff Role (29 hours per week)

Role Purpose

The Accounts Receivable Coordinator role exists to faithfully receive, record, and report every gift and every dollar of income entrusted to Plainfield Christian Church, and to keep the church's books for all income. This role ensures that giving is processed accurately and promptly, that givers are thanked and served well, and that leadership has timely, trusted information about the church's income.

This role is both relational and operational. It works alongside the Accounts Payable Coordinator, who keeps the books for money going out, within a finance structure that deliberately separates the handling of money coming in from money going out, a practice that protects the congregation, the staff, and the church's witness.

Core Role Job Products

1. Faithful, Accurate Giving Processing

• Coordinate weekly counting with the counting team, receiving count sheets and deposits under established dual-control procedures.
• Create batches, enter gifts, and post giving batches in REALM each week.
• Reconcile online, text, and kiosk giving to processor deposits.
• Record each week's deposits in the accounting system and reconcile posted giving to the bank deposit, resolving any variances promptly.

1. Effective Giving Systems Ownership (REALM)

• Set up and maintain giving funds, pledges, and campaigns in the accounting system, mapping each new fund to the correct general ledger account before first use.
• Maintain accurate contributor records as they relate to giving and statements.
• Manage online, text, and kiosk giving configuration.
• Serve as the point of contact for giving-related REALM questions, and train staff and counting volunteers on giving processes.

1. Investment & Departmental Income

• Record investment and interest income monthly and reconcile each investment account in the accounting system.
• Receive, document, and deposit departmental and program income, including event registrations, preschool, facility use, and resale.
• Confirm that every income item is recorded to the correct fund and ministry.

1. Income Bookkeeping, Reconciliation & Reporting

• Prepare and publish the weekly giving report.
• Post income-side journal entries and complete the income portion of the month-end close, with any manual journal entry approved by the Executive Director.
• Reconcile every church bank account monthly in the accounting system, independently confirming that each disbursement clearing the bank matches an authorized payment, and submit each reconciliation to the Executive Director for sign-off.
• Prepare the income section of the month-end financial reports and explain variances to leadership.

1. Grateful, Hospitable Care for Givers

• Generate and distribute quarterly and year-end contribution statements accurately and on time.
• Respond to giver questions about their giving with warmth, discretion, and accuracy.
• All the above to be facilitated with an awareness that every gift is an act of worship and trust, and with an eye toward gratitude and warmth, including toward PCC's One (e.g. lost, unchurched, new/newish people) who may be giving for the first time.

1. Effective Team & Operations Integration

• Document requests, approvals, and questions in writing so the church's financial records carry a clear audit trail.
• Provide finance updates during bi-weekly Operations Team meetings.
• Cross-train with the Accounts Payable Coordinator to provide coverage during absences, following documented coverage procedures, and model a collaborative, servant-hearted posture within the staff team.

Role Expectations & Competencies

Systems & Technical Expectations

• Demonstrated proficiency in Microsoft Office, particularly Excel (Outlook, Word, Excel, Teams).
• Experience with church management and accounting software; REALM and REALM Accounting experience strongly preferred.
• Solid working knowledge of fund accounting, double-entry bookkeeping, bank reconciliation, and IRS contribution acknowledgment requirements.
• Two or more years of experience in bookkeeping, accounts receivable, or nonprofit/church finance preferred.

Professional & Ministry Expectations

• Exceptional accuracy and attention to detail, with consistent follow-through.
• Clear written and verbal communication.
• Ability to manage recurring weekly and monthly deadlines in a busy ministry environment.
• Discretion and confidentiality when handling giving records and sensitive financial information.
• Alignment with the mission, vision, and values of Plainfield Christian Church.
• A "Can-Do," hospitable spirit.
• Contributes to team and organizational success by supporting cross-functional initiatives and taking on additional tasks as appropriate.

Stewardship & Separation-of-Duties Expectations

• Does not enter invoices or disbursements in the accounting system, submit check requests, approve payments, or hold a church credit card.
• Does not maintain the vendor file or collect W-9s.
• Is never the sole counter of any deposit.
• Does not approve their own journal entries; manual entries are approved by the Executive Director.
• Holds no check-signing authority on any church account.
• Signs the church's confidentiality and stewardship acknowledgement.

Measures of Success

Success in this role will be demonstrated by:

• Giving batches entered, posted, and reconciled to the bank deposit every week with no unresolved variances.
• The weekly giving report published on schedule and trusted by leadership.
• Contribution statements issued accurately and on time, including year-end statements by January 31.
• The income section of month-end reports delivered on schedule with clear explanations of variances.
• Every bank account reconciled and signed off by the Executive Director by the month-end close deadline.
• Givers receiving prompt, accurate, and gracious answers to their questions.