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About the Role

The Accounts Receivable/Accounts Payable Coordinator will support student accounts and vendor payment functions in the Finance Office. This role requires a detail-oriented, highly organized individual capable of providing outstanding customer service to families, staff, students, and vendors. Approximately 70% of the time will be dedicated to accounts receivable and 30% to accounts payable.

Responsibilities

Support the enrollment process by maintaining detailed schedules of pending families, following up as needed, and ensuring deposit payments are coded correctly.
Assist with generating student billing in Blackbaud Billing Management, including setting up payment plans.
Manage tuition collection by monitoring past due accounts, maintaining detailed aging schedules, and communicating with families regarding balances and payment plans.
Enter payments from various sources, including Lockbox, in-house payments, electronic payments, and employee payroll deductions.
Post ancillary billing and related financial aid, such as late fees, tuition adjustments, tutor billing, transportation, supplies, laptops, and textbooks.
Manage billing for after-school programs, summer camps, and other programs, applying financial aid discounts and coordinating with Auxiliary Programs.
Process family refunds and account credits in coordination with accounts payable.
Perform regular reconciliations of student account data across Blackbaud Billing Management, Blackbaud Financial Edge NXT, bank accounts, and third-party systems.
Prepare journal entries in accordance with the monthly closing schedule.
Communicate and coordinate with Blackbaud Support to troubleshoot and resolve system issues.
Assist with the preparation of tuition insurance claims.
Liaise with the Admissions department and other school divisions as needed.
Review vendor invoices for accuracy, proper approvals, and correct G/L coding, and enter them into the AP Workflow system.
Match invoices to purchase orders and receiving documentation, and resolve discrepancies with vendors and departments.
Review employee expense reimbursements for receipts, coding, and policy compliance.
Assist with the review and reconciliation of transactions processed in the School’s other procurement systems.
Collect vendor W-9 forms, verify vendor and banking information, and support internal controls.
Respond to vendor and internal department inquiries regarding payment status and resolve account issues.
Support year-end 1099 preparation and filing, and provide tax-exempt documentation to vendors.
Maintain organized, audit-ready accounts payable records.
Assist with the preparation of annual audit schedules, including outstanding AR, tuition and financial aid billing, subsequent disbursements, and accrued expenses.
Provide administrative support to the Finance department with tasks such as organizing Google Drive, mail delivery, and scanning paperwork.
Foster positive relationships with team members and various stakeholders.
Motivate and inspire the team and coworkers to achieve goals.
Perform other related projects and duties as needed and assigned.

Requirements

A Bachelor's degree in Accounting, Finance, or related area.
Strong understanding of accounting principles and of accounts receivable and accounts payable processes, including internal controls over cash receipts and disbursements.
Two or more years of experience in accounts receivable, accounts payable, or student accounts, preferably in an independent school or nonprofit setting.
Excellent verbal and written communication skills, including the ability to communicate with families about sensitive financial matters with professionalism.
Intermediate Excel skills (e.g. Pivot tables, VLOOKUP/IF function formulas) required.
A high degree of organization, resourcefulness, and attention to detail.
The ability to collaborate and build strong relationships with faculty, administrators, and the overall community.
A strong ability to multitask and shift priorities without compromising on the quality of work.
The ability to identify issues quickly and problem solve accordingly, and to remain calm in stressful situations.
The ability to handle confidential materials with discretion while maintaining a high level of integrity.
A willingness to learn and embrace new ideas and procedures and a consistent initiative to help streamline processes and improve efficiencies.
A positive attitude and the ability to listen effectively and be receptive to feedback.
The ability to work collaboratively in group settings, as well as independently, to meet project goals and team needs.
Proficiency in utilizing and learning new technologies (i.e., Google Workspace tools).
Reliability, punctuality, and consistent attendance.
The ability to cultivate a welcoming culture in which all members of our community feel valued and appreciated.

Skills

Blackbaud Billing Management
Blackbaud Financial Edge NXT
Intermediate Excel skills (e.g. Pivot tables, VLOOKUP/IF function formulas)
Advanced Excel skills (e.g. Macros, advanced lookup formulas)
Google Workspace tools

Location

Onsite

Work Type

Onsite
Full-time

Experience Level

Two or more years of experience

Education Level

Bachelor's degree in Accounting, Finance, or related area

Salary/Compensations

$75,000-$90,000

About the Company

Ethical Culture Fieldston School is a progressive PreK-12 independent school founded in 1878, serving about 1,700 students on two campuses.
ECFS offers a rich curriculum in the arts, sciences, and humanities.
The school embraces an inclusive community and is dedicated to increasing students’ cultural literacy to help them understand multiple perspectives.
ECFS expects community members to engage in open dialogue about living and learning in an inclusive environment.

Equal Opportunity

ECFS is an equal opportunity employer.
We seek to be a welcoming community of professionals that broadly reflects the people of the metropolitan New York City area, our students, and families.
All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws.
We are committed to hiring practices that ensure all candidates are given fair consideration in alignment with our institutional mission and goals.