Finance Assistant

Department:
Finance

Reports to:

Finance Manager

Status/FLSA Class:
Full-Time;
Fair Labor Standards Act (FLSA):
Non-Exempt

Location:

Launch Office; hybrid remote and in-office currently

Launch is dedicated to ensuring a brilliant start for all children. Through our preschool, after school and summer programs, we provide equitable access to the highest-quality learning and care in a safe, enriching environment that prepares children for success in school and life. Our programs serve a diverse group of over 1,300 children ages 3-12 and are located on-site in 9 Seattle public schools and 3 community centers.

With more than 40 years of experience, we serve as a proven model of effective programming and a passionate advocate for children, families, and communities. Launch strives to live an anti-racist, inclusive existence, and welcomes diverse voices, experiences, and perspectives.

Position Overview:

Reporting to the Finance Manager, the Finance Assistant has primary responsibility for providing customer service to families and program staff regarding tuition, processing City and DSHS child care subsidies, posting private pay payments, late pick-up and drop-in fees, processing Finance communications, and assisting the Finance team with a variety of other billing and accounts receivable related functions. The position also assists with day-to-day operational needs, which could include reception and a variety of other general office support functions.

• Accept payments according to current procedures
• Answer client questions regarding payments and subsidies
• Investigate and troubleshoot issues with client accounts both
• Prepare and mail hard copy statements monthly to those families requiring hard copies
• Create client payment history statements for tax purposes or flexible spending account

Manage Billing Accounts

• Post payments to accounts for summer, break days, new/returning enrollment
• Setup Contract Billing in Procare for monthly tuition
• Prepare and send Stop care list
• Hold monthly 1:1 PSM/Finance meetings with their sites to go over Stop care lists
• Post late pick-up and drop-in charges daily for the business day two days prior
• Cross check formula billing against out-of-schedule report
• Trouble-shoot late pick-up and drop-in charge issues with program staff and families

• Post school closure day charges
• Audit school closure day attendance vs. charges

• Prepare and audit City invoices monthly by due date specified by Finance Manager
• Process all City vouchers upon receipt, including posting to ledger card and billing box, tracking items, user defined fields, creating agency ledger when needed, copying program staff, highlighting, and filing in notebook
• Send monthly expiration notices to families
• Follow up with program staff and families on extra voucher amounts
• Update City billing boxes monthly immediately prior to monthly billing
• Submit payments on City website

• Prepare and audit monthly DSHS invoices, calculate revenue for Finance Manager
• Organize and manage DSHS awards, filing hard copies in file cabinet
• Submit payments on DSHS website
• Forward expiration/termination notices to families and program staff
• Update DSHS billing boxes monthly prior to monthly billing

• Receive and process TA applications from families via Finance or TA inbox
• Communicate with families confirming income documentation and eligibility
• Calculate family monthly income using the TA income guidelines on TA SOP
• Organize and manage TA applications in Teams/SharePoint using TA check…