Manager, Accounts Receivable and Receipts

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

Please click on the links below to view our competitive, comprehensive benefits package: 

• Expected Range: $57,000- $65,000 Annually

• Benefits 

• PTO Overview 

• Job Classification: Full Time Salary Staff

• Grade Level: 7

ABOUT THE DEPARTMENT

As part of Central Administration the Bursar’s Office processes and ensures the accurate allocation of payments made to the institute. 

ABOUT THE POSITION

The Manager, Accounts Receivable and Receipts oversees the Bursar's Office team in processing the Institute’s receipts and receivables. This early career management position manages the operation of the Bursar’s window, which involves receiving deposits and other payments, as well as distributing student payroll and loan checks and petty cash.  The Manager, Accounts Receivable and Receipts manages the accounts receivable processes including: invoice creation, delivery, and payment follow up, and ensures timely month end close and completion of reconciliations. 

RESPONSIBILITIES 

• Supervises the work of two employees

  • Effectively and consistently hires and trains staff on all policies, procedures, and enforces adherence to them.

  • Includes scheduling, assigning work, monitoring productivity, work schedules and project timelines. Assesses the need for temporary resources and manages their onboarding and assignments.

  • Maintains team calendar 

  • Assigns, reviews, and ensures the timely completion of client requests in the department ticketing system

  • Identifies professional development opportunities for staff; addresses performance issues as appropriate.

• Oversees Bursar’s Office general operations

  • Manages the department’s handling of window transactions, balancing cash drawers, and handling petty cash transactions. 

  • Maintains department documentation for internal and external audit review.  Maintains security standards with sensitive information such as bank accounts and credit card numbers.

  • Cash Receipts - Reviews the cashiering batches for both PeopleSoft Campus Solutions And PeopleSoft Financials cash receipts systems and finalizes Cash receipt batches. Ensures compliance with the Cash Receipts Policy. 

  • Accounts Receivables  - Reviews the accounts receivables preliminary register and processes the final register and invoices. Creates the journal entry documentation for posting.  Runs and reviews statements and aged trial balance prior to distribution and follows up on unpaid receivables.

  • Student Payments - Reviews processing of credit card payments for Continuing Studies or other miscellaneous transactions on a daily basis.  Reviews timely posting of payments to student accounts or to the general ledger based on the capture detail reports and bank reports.

  • Proactively and continually assesses processes and workflows to identify opportunities for increased efficiency and improved data integrity.

• Responsible for close procedures and reconciliation

  • Confirms deposits on bank statements on a daily basis and assists in the investigation of deposit differences. Updates the deposit confirmation tracking system with the daily vault and electronic (remote) deposits on a daily basis

  • Researches, resolves and records returned item notifications provided by Cash Accountants.  Sends timely email notifications of any unresolved discrepancies to the Executive Director to determine appropriate follow up with all required parties.

  • Creates and submits journal entries as needed for departmental transactions.

  • Completes monthly reconciliations for seven or more accounts

  • Completes quarterly reconciliations for five or more accounts

  • Adheres to month end close deadlines

• Completes client requests in department ticketing system, including new vendor and electronic payment setup requests

• Leads department testing within PeopleSoft Financials, PeopleSoft Campus Solutions, and/or other financial systems for fix or upgrade implementations.

• Adheres to department coverage, vacation blackout periods and overtime requirements as defined by business need.

• Provides coverage for department functions as cross-training allows.

• Participates in the development of the entire department’s strategic goals and direction.

• Duties, responsibilities, and activities may change or be added to as needed.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time

• Occasionally moves about inside the office to access file cabinets, office machinery, etc.

• Constantly operates a computer and or other office productivity machinery, such as a copy machine, scanner, and printer.

• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.

• Ability to to lead and participate in meetings, onsite and virtually.

• Ability to make presentations in person and virtually.

• Ability to lift and move up to 35 pounds.

QUALIFICATIONS

• Bachelor's degree required.

• Proven ability to prioritize and work independently, responsibly, and meet deadlines. 

• Experience and references demonstrating an ability to analyze, interpret, summarize, and present information effectively, including visually.

• Minimum 3 years accounts receivable and cash management experience required. Experience with invoicing, direct customer service and retail operations preferred. 

• Experience with accounting or invoicing software required. Specific experience with Campus solutions or PeopleSoft a plus

• Excellent spoken and written English language skills

• Ability to train others on simple and complex processes.

• Ability to design clear and effective reports and visuals, and make effective and persuasive presentations to internal and external groups and individuals.

• Supervisory experience is strongly preferred.

OUR VALUES

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply. All staff members are expected to embrace the museum’s commitment to creating an inclusive and equitable institution and to adhere to the museum’s shared values.

CLOSING STATEMENT

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu.

Salary : $57,000 - $65,000