Accounts Receivable Specialist

POSITION TITLE: Accounts Receivable Specialist


DIVISION: Administration

DEPARTMENT: Business Office

REPORTS TO: Senior Manager of Accounting & Finance

PAY TYPE: Exempt

WORKER TYPE: Full-Time

UPDATED: July 2026

PAY: $50,000


The Accounts Receivable Specialist is responsible for managing student accounts, processing payments, ensuring timely and accurate collection of tuition and fees, and handling refunds of credit balances and/or Title IV funding. The role is critical in maintaining financial stability and supporting the smooth operation of our institution.


Essential Functional Responsibilities:

• Maintain accurate student accounts, including but not limited to, the following:
  
  • Set up and bill semester tuition charges and fees.
  • Process student payments and ensure accurate application to student accounts.
  • Generate and disseminate communications related to semester billings.
  • Collaborate with other departments to ensure accurate billing and resolve discrepancies.
  • Manage student/family on-line payments and monthly payment plans.
  • Review and reconcile student account balances on a routine basis.
  • Respond promptly and professionally to student inquiries regarding their accounts.
  • Calculate and process refunds weekly for students who withdraw or have excess financial aid.
  • Monitor and follow up on all past due accounts, issuing reminders and placing holds as necessary.
  • Prepare delinquent accounts for collection efforts and submit to the collection agency monthly.
  • Process student related reports and records requests.
  • Obtain endorsements on outside loans, scholarship checks, and promissory notes as required.
  • Stay updated on relevant financial regulations and compliance requirements.
  • Adhere to institutional policies and procedures related to student accounts and Title IV refund processing.
  • Provide support during audits and reviews related to student accounts and Title IV funds.
  • Manage and track government regulated Vocational Rehabilitation and Veteran Affairs student payments.

• General office duties including but not limited to the following:
  • Serve as the primary person for cashier functions.
  • Verify cash deposits from other departments.
  • Prepare journal entries for cash receipts not related to student accounts.
  • Prepare bank deposits for all checks and cash, making trips to the bank as needed.
  • Balance the cash box at month end.
  • Keep current on administrative database software upgrades (and all other hardware / software systems accessed) related to your area of responsibility, review upgrade documentation detailing changes and advise supervisor of relevant changes.
  • Maintain confidentiality of all information in the Business Office.
  • Assist other Business Office personnel when possible, especially during peak loads and during vacations/sick leave of other staff.
  • Other duties as assigned.

Supervises the following:

• N/A

Knowledge, Skills, and Qualifications:

• Knowledge of accounting practices, procedures, and general office operations.
• Ability to work with moderate supervision, to begin projects as directed and to follow through in obtaining documentation and authorizations.
• Ability to work under pressure and to meet deadlines.
• Ability to accurately read detailed financial and computer-generated data.
• Ability to perform multiple tasks, to comprehend their impact on other functions, and to clearly articulate account information.
• Ability to apply independent judgment within established guidelines while carrying out responsibilities.
• Ability to resolve conflicts in a constructive manner.
• Ability to always present a pleasant, courteous, and service oriented attitude.
• Possess a pleasant telephone voice.
• Knowledge of regulations controlling the processing and release of student information.
• Ability to use current computer equipment and programs being used by the division. Including, but not limited to:
  
  • Microsoft Office Suite products (including Word, Excel, and PowerPoint)
  • Excel knowledge
  • Familiar with Google (Gmail, calendar, google docs, etc.)
• Must have strong administrative, computer, organizational and detail skills.
• Ability to work independently and as a member of a team in a fast-paced environment.
• Possess strong problem-solving skills with the ability to monitor own work for accuracy and thoroughness.
• Ability to clearly communicate in oral and written form.

Required Experience/Education:

• Associate's degree in Accounting, Finance, Business Administration (or related field) or an equivalent combination of education and relevant experience
• Proven experience in an accounts receivable or similar role
• Minimum of three years' experience providing excellent customer service to internal and external customers.
• Experience with financial softwares and systems.

Preferred Experience/Education:

• Previous experience working in a collegiate environment.
• Familiarity with student accounts, Title IV regulations, and the unique billing and collection challenges in the higher education sector.

Statement

Driven by exploration, curiosity, and passion, it is Kansas City Art Institute's mission to educate artists and designers while honoring the distinct journeys of students. We create a community that equips students to become leaders who leverage the creative process to transform the future. Our excellence is integrated in our community, rich with varied experiences and perspectives from faculty, staff, students, and alumni. We invest in continuous growth by cultivating a culture of creativity, care and belonging-a climate where respectful dialogue thrives and individuals are seen, valued, and encouraged to achieve their full potential and accomplish remarkable things.

KCAI is committed to attracting, retaining, developing, and promoting the most qualified candidates for employment without regard to any characteristic prohibited by federal, state, or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have difficulty using our online system and require accommodation due to a disability, contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to KCAI's Human Resource Administrator at View email address on click.appcast.io.

Applicants must be authorized to work for any employer in the U.S.

We are unable to sponsor or take over sponsorship of an employment visa at this time.