Accounts Receivable Clerk
General Job Description: The Accounts Receivable Specialist oversees the maintenance of all BSC member accounts and the posting of charges, invoicing, and processing of payments for all BSC student account charges. They develop and maintain payment arrangements, deposit refunds, credit balance request processes, and ensure that requests are processed in a timely fashion. They reconcile all student-account A/R records on a daily basis and prepare bank deposits and adjusting journal entries, as needed. They assist the A/R Specialist with daily functions and provide coverage when needed. They assist with monthly closings, the annual audit process, provide reports to senior management, and perform other tasks and projects assigned by the Finance & Accounting Manager.
Job Maintenance Tasks:
1. Process all student account charges and credits including room/board/rent, check-in/check-out slips, late fines, media/social fees, parking charges, house bills, and compensation.
2. Collect on accounts by sending regular invoice reminders, following up with individual members, and communicating with members regarding charges/credits and the status of their account.
3. Ensure member accounts are updated daily to reflect all current account charges and credits.
4. Process and reconcile all receivables on a daily basis and prepare bank deposits.
5. Maintain detailed operations manuals for all A/R business processes and functions to facilitate training and the regular monitoring of weekly, monthly, quarterly, and annual tasks.
6. Process any receivables not related to student accounts, including, but not limited to alumni donations and fundraising revenue, lease revenue, payments and reimbursements from outside entities, and other miscellaneous receipts.
7. Prepare daily and monthly reconciliations for all receivables not related to student accounts and ensure consistently between the development, A/R, and accounting databases.
8. Answer A/R-related duties, questions, and customer service requests.
9. Assist with the training and supervision of the Bookkeeping/Collections Assistant and central level workshifters assigned to the Accounting Department.
10. Regularly monitoring bad debt accounts, communicating with members, and processing bad debts through the various levels of collections.
11. Establishing relationships with and effectively working with outside collections agencies to facilitate the collection of bad debts.
12. Calculate allowance for doubtful accounts and report as needed.
13. Preparing potential and actual bad debt write off reports and processing write offs.
14. Under the direction of the Finance & Accounting Manager, prepare and provide analysis for PBC audit schedules related to revenue, accounts receivable, deferred revenue, and other reports, as needed, as part of the annual audit process.
15. Prepare adjusting journal entries related to Accounts Receivable for review and posting by the Finance & Accounting Manager.
16. Other duties as assigned by the Finance & Accounting Manager.
Relationship with Board/Membership:
1. Respond to inquiries from members via email, phone, and in person regarding all member account-related issues.
2. Provide education and/or detailed member account explanations, as needed.
3. Provide training to and respond to questions from unit-level managers regarding compensation and their responsibility to report member account charges to A/R.
4. Keep relevant statistics and provide reports to the Board and/or senior management as necessary.
Skills/Knowledge Required for Job Performance:
1. Thorough knowledge of applicable Accounts Receivable and general ledger systems, chart of accounts, and generally accepted accounting procedures.
2. Familiarity with and ability to quickly learn and utilize accounting software programs.
3. Intermediate skill using Microsoft Office suite and advanced skill using Excel.
4. Intermediate skill with Google Educational Suite applications (i.e. email, calendar, drive, etc.)
5. Must possess strong organizational, record-keeping, and time management skills.
6. Attention to fine detail and the ability to closely follow established policies and procedures.
7. Ability to prioritize projects and adhere to deadlines.
8. Effective analytical and problem-solving skills.
9. Ability to demonstrate initiative, analyze workflow, and develop recommendations for improvement.
10. Discretion, sound decision-making skills, and the ability to maintain confidentiality.
11. Effective verbal, listening, and written communication skills and the ability to interact with members and co-workers in a professional manner.
12. Fast and accurate use of 10-key calculator.
13. Ability to type at least 60 wpm.
14. Ability to work both independently and as part of a team in a fast-paced and high volume environment with an emphasis on accuracy and timeliness.
15. The ability to effective teach, train, and supervise student workers.
16. Desire and ability to work in a student-run, democratic, cooperative organization.
17. Ability to work in a diverse and inclusive work environment.
Experience/Education Required:
1. Four years college.
2. Two years of Accounts Receivables experience.
3. Previous training or supervisory experience preferred.
Additional Requirements: Work is performed in a normal office environment and requires the ability to operate a computer keyboard, 10-key calculator, and engage in repetitive motions.
Term of Job: Indefinite
Expected Hours per Week: Full Time, Non-Exempt
Basic Pay Rate: Hourly, Level 9 through 13
Hired by: Staff Hiring Committee
Immediate Supervisor: Finance & Accounting Manager
Contract: BSC EA
Revised: Spring 2022
