Accounts Receivable Specialist

Statement of Primary Purpose

The Accounts Receivable is responsible for administering sponsored billing for curriculum and continuing education, maintaining sponsored accounts, and supporting daily banking and cash receipt operations. This position prepares and audits invoices, manages sponsor setup and collections follow-up, processes daily receipts and deposits, transmits required cash analysis information, and supports student accounts receivable functions. The position also provides operational backup for the Accountant – Cashier and assists with other Business Office accounting activities, audits, and fiscal operations.

Essential Functions and Responsibilities

Sponsored Billing & Account Management

·         Maintain comprehensive financial administration for curriculum and continuing education sponsored billing.

·         Prepare, audit, and disseminate accurate invoices to sponsoring agencies in a timely manner.

·         Establish and maintain strong, collaborative working relationships with third-party sponsoring organizations, serving as the primary point of contact for financial inquiries.

·         Oversee and execute complete sponsor setup and account configuration within the system for all curriculum and continuing education courses.

·         Proactively monitor outstanding sponsored accounts receivable balances, perform consistent collections follow-up, and ensure accounts remain current for archiving purposes.

Banking, Cash Operations & Daily Receipts

·         Audit, log, and maintain the incoming check register before and after items are receipted to maintain internal controls.

·         Perform daily cash receipts analysis, prepare physical bank deposits, and ensure deposits are securely transported to the bank daily.

·         Transmit Daily Cash Analysis (DCA) information to the North Carolina Community College System (NCCCS) in accordance with state guidelines.

·         Process state core banking check uploads, ensuring the accuracy of all outgoing checks prior to release.

·         Oversee Nelnet payment plan integrations, managing daily file uploads and delivering customer service resolution for Nelnet system issues.

Student Accounts Receivable & Operational Support

·         Process, audit, and monitor student accounts receivable restrictions (holds); prepare and disseminate 30-day past-due student invoices.

·         Receive, verify, and post incoming scholarship checks directly to individual student accounts accurately.

·         Serve as the primary operational backup for the Accountant – Cashier position during peak registration periods and absences.

·         Collaborate with business office team members and assist with additional accounting projects, audits, and fiscal operations as assigned.

Additional Duties and Responsibilities

·         Conduct monthly Accounts Payable check reconciliations, tracking and resolving long-outstanding checks.

·         Perform periodic unannounced audits of various college petty cash funds to ensure regulatory compliance and proper accounting controls.

·         Review daily invoice reports to identify and correct inaccuracies, rate discrepancies, or system errors prior to final posting.

·         All other duties as assigned.

Minimum Qualifications

Education & Experience      

HS or equivalent with direct experience. AAS in Accounting preferred.

Knowledge and Skills           

Two years of related work experience required, which includes: basic accounting, computer skills, office equipment knowledge.

Licensing Requirement       

Valid NC Driver’s License

Physical Demands   

Typical office and computer work

Working Conditions and Environment     

The work environment is climate-controlled, clean, and quiet. During registration, must be available to stay until 7 p.m.

Equipment Operation

General office equipment, desktop computer

Position Disclaimer

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisory personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.

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