Accounts Receivable Specialist

POSITION TITLE: Accounts Receivable Specialist

IMMEDIATE SUPERVISOR: Supervisor of Business Services/ Nutrition Services Manager

SUMMARY: Responsible for processing and monitoring District revenues. Also, responsible for managing the District’s student meal account system (Total Access).

ESSENTIAL FUNCTIONS/DUTIES:

• Provide support to Building secretaries on the In Touch receipting system.
• Post all District deposits to the general ledger, monitoring for compliance with District cash handling procedures; includes assisting with the auditing of deposit procedures at District schools and ordering the necessary deposit supplies (bank security bags, bank deposit slips, etc.)
• Manage and reconcile deposits from District patrons that are returned for non-sufficient funds; includes reporting to the District collection agency as necessary.
• Assist with reconciling District bank account information; includes weekly monitoring of District bank account activity and cash flow.
• Complete bank automated clearing house (ACH) transactions and post to the general ledger; includes monthly mileage reimbursements, rents due to the District, etc.
• Request semi-annual sales tax reimbursement from the state for Transportation Department fuel payments.
• Create, post, and review adjusting journal entries as needed.
• Document ASIFlex payments, complete daily bank transfer and submit monthly voucher.
• Record and process Property Tax payments.
• Assist departments/schools and patrons with requests for information; researches and resolves discrepancies and/or erroneous data.
• Prepare monthly, quarterly, annual invoices for various entities.
• Track and reconcile Medicaid payments.
• Performs routine office activities which may include making copies; filing; sorting; processing incoming department mail; faxing or scanning and emailing documents as well as other related activities.
• Manage family accounts in the Total Access system.
• Enter allergy alerts
• Contact parents regarding account balances and refunds.
• Merge accounts in Total Access as needed.
• Keep Linn-Mar Total Access standard operating procedures up to date.
• Set Limits for low balance email notifications.
• Manage lunch account refunds.
• Set up new accounts for students and staff.
• Prepare and submit relevant reports to the Nutrition Services department as needed.
• Perform other related duties as assigned.
• Regular and reliable attendance.

PROFESSIONAL STANDARDS:
1. Quality of Work (Work is correct, precise, and neat; confidentiality is maintained, as job requires; work product presents positive/professional appearance.)
2. Quantity of work (The amount of work performed is evidence of high productivity; industrious; carries fair share of work load; seeks additional tasks.)
3. Knowledge of job (The job and job-related responsibilities are well understood and reflected in job performance; exhibits continuous improvement and ongoing learning.)
4. Creativity/Problem Solving (Offers new ideas; suggests innovative and better ways of performing necessary tasks.)
5. Interpersonal Skills (Works collaboratively with others; courteous; polite; pleasant; promotes positive image in contacts with co-workers and district's customers.)
6. Dependability (Completes work in a timely fashion; reliable; punctual; consistent attendance; stable and calm in a crisis or an emergency; works independently.)
7. Professional Appearance (Dress is acceptable for the job; appears clean, well-groomed and “professional.")
8. Organizational Skills (Exhibits ability to prioritize work; organizational skills enhance job productivity.)
9. Technical Skills (Exhibits proficiency in and uses required computer applications to maximize efficiency.)
10. Written/Verbal Communication (Convey information and ideas accurately and clearly to meet the needs of the reader, transfers thoughts and ideas into speech and presents clearly.)
11. Managing Change/ Adaptability (Demonstrates good understanding of organizational changes and communicates support for such change.)
12. Professional Approach (Professional, positive, and helpful approach with customers. Displays loyalty toward the organization. Demonstrates a capacity to understand customer (internal and external) requirements and produces a professional level of service that is satisfactory.)
13. Flexibility (Demonstrates openness to new organizational structures, procedures, technology. Willingly takes direction and will modify one’s preferred way of doing things.)

SUPERVISORY RESPONSIBILITIES: N/A

MINIMUM EDUCATION OR EXPERIENCE:
Required: High School Diploma
Preferred: A.A. degree in Accounting, Business, or related field

LICENSURE OR CERTIFICATION: N/A

KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Capacity to read and process relevant materials and compose clear written communications.
• Excellent organizational and time management skills.
• Ability to maintain confidentiality in daily operations.
• Above average communication skills (written, verbal, etc.) and the ability to work effectively with employees, administrators and vendors.
• Convey a positive, professional, and helpful image.
• Possess a high level of interpersonal skills (courtesy, respectfulness, etc.) and demonstrate poise, tact, and diplomacy to handle sensitive and confidential situations.
• Working knowledge of a variety of computer software applications.
• Continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.

PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
While performing the duties of this job, the employee is regularly required to stand, walk, speak, sit, and hear. The employee is regularly required to make keyboard entries in a computer and must have manual dexterity required to use the telephone, calculator, and a computer keyboard/mouse. Employee will sit for long periods of time. The employee is occasionally required to reach with hands and arms, stoop kneel, or crouch. Specific vision abilities required by this job include close vision and depth perception. The employee is occasionally required to lift and/or move up to 15 pounds. A physical examination is required within 30 days of employment verifying that the employee is physically able to perform the functions of the assigned job with or without reasonable accommodations.

WORK ENVIRONMENT: (The work environment characteristic described here are representative
of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Tobacco-free and drug-free, climate controlled working and learning environment. Noise level in the work environment is usually moderate; however, due to the number of persons working in a limited amount of space, there can be distractions. Position demands meeting deadlines with severe time restraints.