Assistant Finance and Accounting Manager

Assistant Finance and Accounting Manager manages and maintains all BSC member accounts and posts charges, does invoicing, and processes payments for all BSC student account charges. They develop payment arrangements, deposit refunds, and 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 oversee the training and supervision of the Bookkeeping/Collections Assistant and central level work shifters assigned to the Accounting Department. They assist with monthly closings, the annual audit process, provide reports to senior management, and perform other tasks and projects assigned by the Director of Finance & Accounting.

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. Add and update rental rates and account codes in the A/R database each term and/or as needed.

5. Process and reconcile all receivables on a daily basis and prepare bank deposits.

6. Oversee the day-to-day management of the online payment gateway, including troubleshooting payment errors and declined payments, tracking returned payments, processing echeck fees and communicating with members and payment gateway provider to resolve issues, as needed.

7. Reconcile payment gateway transactions with the A/R ledger transactions on a daily basis.

8. Design and maintain the process for members to request deposit refunds and credit balance checks requests and ensure timely processing with Accounts Payable.

9. Design and maintain all A/R-related processes in the A/R database, in conjunction with the Director of Finance & Accounting, and ensure compatibility with the Accounting software to ensure accurate data integration, uploads, and financial reporting.

10. Develop custom reports and tools to assist with Accounts Receivable and/or other Accounting Department functions, under the direction of the Director of Finance & Accounting.

11. Troubleshoot and coordinate with software support staff to resolve issues with the A/R database.

12. Design and maintain online payment processes for application fees, security deposits, membership fees, rent and all other student charges.

13. Design and maintain online payment arrangement request processes.

14. Review payment arrangement requests, approve requests, and/or refer requests to the Administrative Committee per BSC policy, with support from the Bookkeeping/Collections Assistant.

15. Balance monthly reports to General Ledger for deposits and the general BSC account.

16. Track data on delinquent accounts for current members, send 15-day notices and other payment reminders, and process terminations for non-payment.

17. Train and supervise the Bookkeeping/Collections Assistant and Accounting Department workshifters.

18. 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.

19. Prepare adjusting journal entries related to Accounts Receivable for review and posting by the Director of Finance & Accounting.

20. Other duties as assigned by the Director of Finance & Accounting.

Relationship with Board/Membership:

1. Respond in a timely manner 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 Board and/or senior management as necessary.

Skills/Knowledge Required for Job Performance:

1. Prior position as BSC Accounts Receivable Specialist for Five (5) years.

2. Thorough knowledge of applicable Accounts Receivable and general ledger systems, chart of accounts, and generally accepted accounting procedures.

3. Ability to quickly learn and utilize accounting software programs.

4. Strong skills using Microsoft Office suite and advanced skill using Excel.

5. Strong skills with Google Educational Suite applications (i.e. email, calendar, drive, etc.)

6. Exceptional organizational, record-keeping, and time management skills.

7. Attention to fine detail and the ability to closely follow established policies and procedures.

8. Ability to prioritize projects and adhere to deadlines.

9. Effective analytical and problem-solving skills.

10. Ability to demonstrate initiative, analyze workflow, and develop recommendations for improvement.

11. Discretion, sound decision-making skills, and the ability to maintain confidentiality.

12. Effective verbal, listening, and written communication skills and the ability to interact with members and co-workers in a professional manner.

13. Fast and accurate use of 10-key calculator.

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.

Entry Level Experience/Education Required:

1. Four years college.

2. Five years of BSC Accounts Receivables Specialist experience.

3. Previous training or supervisory experience.

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 Wage Range: Level 12 - 18

Promoted by: Executive Director or Director of Finance & Accounting

Immediate Supervisor: Director of Finance and Accounting

Contract: BSCEA

Revised: Fall 2025

[Approved at Board #5 (12.04.2025)]