Accounts Receivable/Payroll Specialist - Tampa Catholic High School

Diocese Of Saint Petersburg - Tampa, FL

Full-time

Tampa, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

Tampa Catholic High School, a faith-based educational institution committed to fostering academic excellence and spiritual growth, is seeking a detail-oriented Accounts Receivable/Payroll Specialist. The successful candidate will be responsible for managing all aspects of the accounts receivable function, ensuring timely and accurate processing of tuition payments, fees, and other income. This role is critical in supporting the school's financial operations and maintaining strong relationships with families and other stakeholders. In the payroll aspect of the role, the specialist will process payroll in a timely and accurate manner, adhering to established payroll schedules. This includes verifying and entering employee time data, ensuring compliance with company policies and applicable laws, resolving payroll discrepancies, and answering employee inquiries regarding payroll matters. The specialist will also assist in the preparation of payroll-related reports for management. For tuition and fee management, the specialist will manage tuition payments, fees, and other receivables in the school's financial management system. This includes monitoring and managing accounts receivable balances, following up on past-due accounts, and coordinating payment plans as necessary. Clear communication of payment deadlines and tuition balances is essential. The role also involves billing and invoicing, where the specialist will set system billing for tuition, fees, and other charges in a timely manner, ensuring accuracy of billing information and resolving any discrepancies. Collaboration with the Admissions and Financial Aid Office is necessary to apply financial aid awards and adjustments to student accounts, as well as coordinating all state scholarship payments within the billing system. Reconciliation and reporting are key responsibilities, including reconciling accounts receivable sub-ledger to the general ledger monthly and preparing reports on accounts receivable status for review by the Director of Finance. The specialist will also serve as the primary point of contact for families regarding tuition accounts, providing excellent customer service and assisting with any concerns related to their accounts. Additionally, the specialist will implement and manage a collections process for overdue accounts, identifying opportunities to streamline accounts receivable processes and improve efficiency in billing, collections, and customer service. The position requires a proactive approach to problem-solving and a commitment to the values and mission of Catholic education.

Responsibilities

• Process payroll in a timely and accurate manner, adhering to established payroll schedules.
• Verify and enter employee time data, ensuring compliance with company policies and applicable laws.
• Resolve payroll discrepancies and answer employee inquiries regarding payroll matters.
• Assist in the preparation of payroll-related reports for management.
• Manage tuition payments, fees, and other receivables in the school's financial management system.
• Monitor and manage accounts receivable balances, including following up on past-due accounts and coordinating payment plans as necessary.
• Ensure clear communication of payment deadlines and tuition balances.
• Set system billing for tuition, fees, and other charges in a timely manner.
• Ensure accuracy of billing information and resolve any discrepancies or issues that arise with billing statements.
• Collaborate with the Admissions and Financial Aid Office to apply financial aid awards and adjustments to student accounts.
• Coordinate all state scholarship payments within the billing system.
• Reconcile accounts receivable sub-ledger to the general ledger on a monthly basis.
• Prepare monthly, quarterly, and annual reports on accounts receivable status, including aging reports, for review by the Director of Finance.
• Assist in the preparation of financial reports and audits by providing necessary documentation and information related to receivables.
• Serve as the primary point of contact for families regarding tuition accounts, payment options, and billing inquiries.
• Provide excellent customer service by responding to inquiries in a timely and professional manner, and by assisting families with any concerns related to their accounts.
• Coordinate with the Director of Finance to resolve any issues related to payment processing, bank transactions, or account discrepancies.
• Implement and manage a collections process for overdue accounts, including sending notices, making phone calls, and coordinating with families to establish payment arrangements.
• Work closely with the Director of Finance to escalate delinquent accounts as needed, including recommending accounts to the Principal.
• Identify opportunities to streamline accounts receivable processes and improve efficiency in billing, collections, and customer service.
• Assist in the implementation of new systems or processes to enhance the accuracy and timeliness of accounts receivable operations.

Requirements

• Associate's degree in Accounting, Finance, Business Administration, or a related field required; Bachelor's degree preferred.
• Minimum of 2-3 years of experience in accounts receivable, billing, or a related finance role, preferably in an educational or nonprofit setting.
• Strong knowledge of accounting principles related to accounts receivable and billing.
• Proficiency in financial management software and Microsoft Office Suite, particularly Excel.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Strong communication and interpersonal skills, with a customer service-oriented approach.
• Ability to handle sensitive information with discretion and maintain confidentiality.

Nice-to-haves

• Practicing Catholic preferred, with an understanding of and commitment to the values and mission of Catholic education.
• Integrity, reliability, and a proactive approach to problem-solving.
• Ability to work independently and as part of a team, with a focus on achieving results.
• A positive attitude and a willingness to support the broader mission of Tampa Catholic High School.