Billing and Cash Receipts Specialist

Student Billing, Cash Receipts and Collections

Job Title: Billing and Cash Receipts Specialist

Department: Finance and Accounting

Reports to: Assistant Controller

FLSA Status: Non-Exempt

Position Status: Full time

Position Overview: We are seeking a meticulous and reliable Billing, Cash Receipts and Collections Specialist to assist with tuition and extracurricular billing, processing payments, and maintaining accurate billing records for students and families. The Specialist will also be responsible for applying donor gifts and other cash receipts. This role requires an excellent customer-oriented attitude to work with the school’s customers and employees.

Familiarity with billing, collections, donor gifts and a not for profit accounting system and processes, strong technology skills including Excel, attention to detail, excellent organizational skills and oral and written communication are required.

• Ensure all fees (tuition, extracurricular activities, after school care, transportation, etc.) are accurately reflected on student accounts.
• Update and maintain tuition billing records for new and returning students, ensuring correct data is entered.
• Process payments received via ACH, check, or cash into Blackbaud Financial Edge NXT
• Update student accounts to reflect payments, adjustments, and credits.
• Issue receipts for payments and maintain records of all transactions.
• Follow up on overdue payments by sending reminders to parents/guardians and contacting them directly.

• Address inquiries from parents regarding tuition billing, fees, dining hall balances and payment schedules.
• Work with the Assistant Controller to resolve billing discrepancies and assist with payment arrangements as needed.
• Provide clear, courteous, and prompt responses to any billing-related issues.

• Assist in maintaining organized and up-to-date billing records and documentation.
• Assist in preparing reports and reconciliations for the Assistant Controller and Controller.
• Ensure compliance with the school’s financial and data policies and procedures

• Help with audits or other internal reviews of financial records.
• Support the team with any other projects as necessary.

Qualifications:

• An Associate's degree in Accounting, Business, or related field is a plus.
• 1-2 years of experience in billing, accounting, or administrative roles (experience in a school setting is preferred).
• Familiarity with billing and accounts receivable systems or accounting software (e.g., Tuition Management, Blackbaud Financial Edge NXT, Papersave, Ramp or similar).
• Proficiency in Google Suite and Microsoft Excel, Docusign and other office software.
• Comfortable in a paperless environment.
• Strong attention to detail and accuracy in data entry.
• Excellent verbal and written communication skills.
• Ability to handle sensitive financial information with discretion and confidentiality.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.

Working Conditions:

• Office-based, with potential hybrid work arrangements during certain periods
• Occasional overtime during peak business cycles (e.g., fiscal year end, summer audit, re-enrollment and enrollment etc.)

Salary and Benefits :
Providence Day School is committed to attracting and retaining outstanding employees through a compensation plan that compares favorably with those of other independent schools both locally and nationwide. Individual salary levels are competitive and are determined by educational background and experience.