Student Billing & Accounting Specialist

All-girls K-12 in Cleveland•Shaker Heights, OH

9d•Onsite

About The Position

The Student Billing and Accounts Receivable Specialist manages the full student billing cycle at Hathaway Brown, from annual tuition and fee setup through invoicing, payment processing, collections, and reconciliation. As the primary point of contact for families on billing questions, this person pairs accuracy and follow-through with warm, professional, and discreet service. The role also processes non-tuition receivables and provides backup support across the Business Office.

Requirements

Associate's or bachelor's degree in accounting, finance, business, or a related field, or an equivalent combination of education and experience.
Minimum of 2 years of experience in student billing, accounts receivable, collections, or a related role, preferably in an educational or non-profit setting.
Working knowledge of basic accounting principles and account reconciliation.
Demonstrated proficiency with the Google and Microsoft software suites, with particular emphasis on Google Sheets and Microsoft Excel.
Exceptional attention to detail and strong problem-solving skills.
Excellent communication and interpersonal skills, with the ability to handle sensitive financial conversations with tact and discretion.
Ability to work independently and collaboratively in a fast-paced environment.

Nice To Haves

Familiarity with Blackbaud programs (Financial Edge, Tuition Management, etc.) is a strong plus.

Responsibilities

Organize and manage all aspects of billing for tuition, fees, and other student charges, ensuring accuracy and compliance with school policies.
Complete annual setup of new tuition and fee rates, family payment plans, and student accounts.
Prepare and issue timely invoices and billing statements.
Process and post incoming student payments accurately.
Support the administration and recordkeeping of the tuition refund insurance plan.
Own the student accounts receivable process from initial billing through full account resolution.
Monitor failed, declined, or returned payments and follow up promptly with families to resolve issues.
Track past-due balances, issue payment reminders, and manage collections in accordance with school policy, escalating complex cases to the Controller as needed.
Reconcile student accounts receivable against the general ledger and prepare monthly aging and status reports.
Serve as the primary point of contact for student billing inquiries, providing timely, courteous, and confidential assistance to families, students, and staff.
Collaborate with Admissions, Financial Aid, and administrative teams to ensure account balances accurately reflect enrollment shifts and financial aid awards.
Identify and implement opportunities to enhance accuracy and efficiency within billing, payment, and collection workflows.
Reconcile credit card program receipts and review for appropriate general ledger coding.
Process receivables from non-tuition revenue sources, including student activities, gifts, contributions, events, and miscellaneous cash receipts.
Compile and collect necessary data required for state reimbursement programs.
Cross-train on essential Business Office functions to provide backup coverage as needed.
Perform other duties as assigned.