Accounting Coordinator of Accounts Receivables and Cash Management - 1.0 FTE - SY 26/27

Wellesley Public Schools•Wellesley, MA

15h•Onsite

About The Position

This position is responsible for processing all payment receipts to ensure proper allocation of revenues to the accounts. The role involves reconciling revenues to bank statements and the accounting general ledger system. Key duties include processing cash and check receipts, reviewing online payments, downloading reports for reconciliation, resolving issues with banks and software vendors, and verifying/processing food service deposits. The position also manages and tracks various types of gifts and generates invoices for specific fees, overseeing staff responsible for revenue collection and deposit accuracy. It handles returned checks and e-checks, processes refunds, establishes cash management procedures, verifies payroll, and provides backup for payroll processing. Additionally, the role assists with upgrading and training the online payment system, supports users, compiles outstanding balance lists, analyzes Before School and Child Lab payments, and prepares monthly reclass entries. The position performs other related duties as assigned.

Requirements

Possess a thorough knowledge of and familiarity with modern office technology, electronic equipment and software applications and operations.
Proficiency in the use of Microsoft Office (Word, Access, Excel, and PowerPoint), Google Suite, and willing to learn new software programs as needed.
Demonstrates strong analytical skills.
High level of professionalism and the ability to maintain confidentiality.
Excellent verbal and written communication skills.
A high degree of organizational and time management skills.
Ability to prioritize, multi-task, and handle diverse tasks.
Ability to understand written procedures, and understand complex, multi-step written and oral instructions.
Ability to work independently and as part of a team required.
Ability to take initiative, exercise sound judgment and make decisions within scope of his/her authority.
Ability to relate in a positive manner with members of the public, parents, staff and students.
Support the overall school mission, vision, and policies and procedures.

Nice To Haves

Bachelor’s Degree in Accounting or related field is preferred.
Experience in all aspects of accounts receivable, particularly in a school district, municipality or other governmental entity is preferred.
Experience using MUNIS, AESOP, Novatime - as well as WebTrak or other online payment system is preferred.

Responsibilities

Processes all receipts (cash and checks) collected by the District for programs and activities.
Reviews all payments processed through the on-line payment system to ensure proper allocation of revenues to accounts.
Downloads reports to reconcile revenues to bank statements, credit card database and to the accounting system general ledger.
Resolves any issues with the bank and/or the software vendor(s).
Verifies and processes all food service deposits (cash, checks, and online payments from MySchoolBucks).
Manages and tracks gifts which includes private grants, MUNIS and non-MUNIS, School Lunch, METCO Bus Returns and athletic night game deposits.
Generates invoices for in-district special education tuition, union share, contracted dues, etc. and tracks billing collection.
Oversees School staff that record and transmit any revenues received in the form of checks and/or cash.
Ensures the accuracy of cash or paper check deposit collection entries.
Follows up with families on returned paper checks/insufficient funds and returned echecks/account typos.
Processes refunds upon confirmation and approval.
Establishes and documents procedures and controls, as appropriate, to ensure proper cash management that meets audit requirements.
Verifies payroll for salaried employees with various lookups biweekly.
Provides backup for payroll when the Accounting Coordinator of Payroll is absent, including processing payroll and other confidential requests from employees.
Assists upgrading and training of the on-line payment system.
Support users of the on-line payment system with any payment issues.
Compiles outstanding balance list annually for seniors and students moving out of district.
Coordinates collection of said fees with appropriate departments.
Analyzes Before School and Child Lab payments to ensure all students attending are enrolled semi-annually.
Prepares monthly reclass entry for Commonwealth of Mass deposits (VendorWeb website CTR).
Creates, invoices and collects payment in installment billing module of the on-line payment system.
Performs other related duties as assigned by the Superintendent of Schools, Assistant Superintendent for Finance and Operations and/or the Director of Accounting and Business Services.