Accounts Receivable Lead

Job Details

Job Location
Charlotte Campus - Charlotte, NC

Position Type
Full Time

Education Level
4 Year Degree

Travel Percentage
Negligible

Job Shift
Day

Job Category
Education

Description

This role's primary responsibility is securing revenue by verifying and posting receipts and resolving discrepancies. Over 90% of the school's revenue is generated by the tuition payments made by families; therefore, this role works primarily in tuition billing management and collections. Additional responsibilities include overseeing the enrollment process for the Business Office and supporting the Director of Finance in various accounting-related activities.

Essential Duties and Responsibilities
Administer and maintain all aspects of student billing to ensure all account information and financial activities are reflected accurately and timely in the student billing system, including:
Utilize the Blackbaud Billing Management system with internal offices to ensure parent and student information is accurately updated from the primary SIS and security roles represent the appropriate level of access for all users.
Book financial transactions from billing management directly into the general ledger
Initiate monthly tuition and incidental fee charges with timely distribution of billing statements to financially responsible parties.
Identify, communicate, and track all tuition discounts, including tuition remission and financial aid for budget and tax purposes.
Process physical and electronic payments in a timely and secure fashion.
Assist the Director of Finance regarding student billing in monthly financial reporting and the general ledger; resolve discrepancies between the billing system, general reporting, and general ledger.
Work directly with families to guide them with the online payment system or any other billing and payment questions. This includes independently creating unique deposits and making ongoing billing arrangements.
Monitor past-due accounts; initiate initial contact when issues arise to reduce the risk of substantial past-due balances and coordinate collection efforts before school opening, during enrollment season, and before graduation. Utilize the CFOO and Director of Finance on follow-up with families when necessary.
As collection issues arise, work directly with families to establish a modified payment plan to reduce non-payment risk or write-offs.

Verify any discrepancies and resolve student billing issues. Follow up directly with families regarding returned/declined payment activity.
Coordinate the annual set-up for employee tuition payments and partner with Human Resources to receive payments via payroll deductions monthly.
Report on student billing history as needed for internal or external constituencies.
Point of contact for tuition refund and student accident claims, as needed.
Assist as the first point of contact for families with issues logging into Blackbaud modules and coordinate with IT when additional troubleshooting is needed.

Annual enrollment season

Build and modify the annual enrollment contract within the Blackbaud Billing Management system, work with Admissions on any verbiage changes, and update all applicable fees, attachments, etc.

Assign and generate all enrollment contracts for current students before re-enrollment and newly accepted students for enrollment, ensuring tuition levels, discounts, and enrollment deposits are accurate and appropriate.
Apply all tuition discounts, including tuition remission and financial aid, to contracts, working with HR and the Financial Aid Committee to confirm approved amounts and highlight discrepancies.
Review contracts with discounts to modify enrollment deposit amounts based on net tuition owed or special requests from parents.

Oversee the Blackbaud email invite process to establish access to new families. Work with MarCom and Admissions to update instructions for parents on the Blackbaud resource board.
Assist Admissions with enrollment by providing timely guidance to families regarding tuition-related charges, enrollment deposit payments, or any other financial-related request.
Review and process all submitted enrollment contracts.
Process and reconcile all enrollment deposits following GAAP accounting.
Establish billing parameters following the contract.
Reconcile enrollment numbers with the Admissions Office and SIS.
Other Receivables

Coordinate with applicable departments and process all other non-tuition/student payments the school receives.

Budgeting

Review actual monthly or annual operating tuition revenue to budget and initiate research regarding material variances as needed.
Simulate various annual revenue scenarios based on fluctuating enrollment projections as needed.

Internal Controls

Perform all Bank reconciliations on a timely basis each month for approval by the Director of Finance.
Review and approve journal entries generated by the Director of Finance.

Prepare reporting for year-end audit and the IRS Form 990 related to student billing activities, and assist with any additional selections as requested.
Comply with school policies and procedures.
Supervisory Responsibilities

None
Qualifications

Education and Experience

Undergraduate degree in accounting or a related field
Applicable accounting experience or CPA
Experience with various student information systems such as Blackbaud preferred
Skills

Strong analytical skills and understanding of accounting and finance applications.
Has the ability to complete tasks ahead of schedule. Always willing to go the extra mile to complete projects on schedule. Does not give up on tasks until completed in a quality manner.
Proactively communicates to others the steps in a process.
Can identify multiple projects and prioritize them to meet required deadlines.
Adheres to the highest level of professionalism.
Consistently practices good customer service.
Ability to manage multiple database systems.
Experience with Excel and other spreadsheet applications.
A philosophical alignment with our core values and curriculum, which can be found on our website: www.charlottelatin.org, including a commitment to promoting diversity, equity, and inclusion.