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BLACKSTONE VALLEY VOCATIONAL REGIONAL SCHOOL DISTRICT

Upton, Massachusetts

 

Title:             Accounts Receivable Coordinator                                        

Description: Accounts Receivable Coordinator is a full-year position in the Business Office. The Accounts Receivable Coordinator reports directly to the Business Manager and assists in every way to ensure the smooth and efficient operation of the school district's business office.

Responsibilities/Duties:

  1. Coordinates the collection and processing of daily receipts for all accounts (students, staff, vendors, retirees, etc.) for various purposes (such as school meals, class dues, athletic fees, parking fees, vocational programs, etc.). Records receipts in appropriate accounting and receivable systems, reconciles receipts by bank account, and delivers daily deposits to the bank.
  2. Partners with various advisors, team leaders, and administrators to understand and assess amounts due on all accounts (ex. class dues, exams, athletic fees, parking fees, etc.). Follows up on all past due balances, on a regular basis. Creates and provides status reports as needed, while understanding the importance of student confidentiality.
  3. Utilizes multiple software management systems (i.e. student information system, food services, and accounting) to assess, collect, and post internal and external transactions, issues past due notices on balances due. Processes refunds when necessary.
  4. Verifies compliance with M.G.L.Ch. 30B and assists with processing purchase orders. Reconciles American Expresstransactions to process payment on the bi-weekly warrant, including confirmation that goods were received or services were rendered.
  5. Other procurement related responsibilities include submitting required advertisements and awards for public bids (IFB, RFP, RFQ, etc.) to the CentralRegister, Public Purchase, local mediaoutlets (such as the Worcester Telegram and Gazette) and internal web postings. 
  6. Acts as primary backupto the Accounts Payable Coordinator in the processing of the bi-weekly payables warrant. Verifies department head approval to pay (i.e.  goods received in good working order or services rendered and complete), enters invoices for payment, processes warrant from start to finish, and generating and distributing accounts payable checks.
  7. Performs direct entry of journal entries at the request of the Business Manager.
  8. Provides skilled administrative services for various aspects of the Business Office, including sales and meals tax reconciliation, ordering supplies, adding funds to the postage machine and preparing quarterly Medicaid claims.
  9. Performs year-end rollover of receivable software. Ensures accuratesetup, balance forward,and ongoing maintenance of student accounts.
  10. Act as general Business Office receptionist. Cover Business Officetelephones as needed.Act as liaison for student and parent inquiries and initial contact with staff.
  11. Exerciseoffice practices whichensure the highestdegree of protection and security of accounting and student files maintained in the Business Office. Conduct all office procedures and business affairs in accordance with guidelines and policies approved by the School Committee.
  12. Undertake additional and/or special assignments as requested by the Business Manager.
  13. In conjunction with the Accounts Payable Coordinator, maintains fixed asset financial database with related depreciation and roll-forward schedules for inclusion in the annual financial statements. Maintains fixed asset financial database by importing procured equipment >$5,000 forcapitalization and relevant equipment <$1,000 for inventory purposes (includes assignment of asset classification), records disposal transactions to remove assets from service, and generates/reconciles year-end financial reports. Manages physical inventory process with vocational coordinators and assigns and/or physically affixes asset inventory tags.

 

Qualifications: To performthis job successfully, an individual must be ableto perform eachessential duty witha high degree of accuracy and confidentiality. The requirements listed below are representative of the knowledge, skill and/or abilityrequired. Reasonable accommodations may be made to enableindividuals with disabilities to perform the essential functions.

 

  1. Successful workexperience, preferably in a schoolenvironment, in accountsreceivable/collections, fixed assets, procurement and customer service. Awareness of municipal government accounting practices and procurement laws is preferred.
  2. High School diploma or equivalent and a minimum of 3-5 years accounts receivable, fixed assets, procurement and various business office responsibilities.
  3. Demonstrate abilityto multi-task with competing priorities, strongmath skills, detailoriented, problem-solving, conflict resolution, bookkeeping, strong organizational skills and team player mentality.
  4. Experience with accounting software(Infinite Visions), Microsoft Office Suite (Word,Excel, PowerPoint) and modernoffice electronic equipment (such as postage meters and multi-function printers/copiers).
  5. Ability to successfully utilize several software applications simultaneously, being mindful of student account information, chart of accounts, and knowledge of windows-based software functions.
  6. Excellent communication skills (verbal and written) and ability to professionally interact with various constituents, officials, parents, staff and others(i.e. pleasant attitude/demeanor, courteous, helpful, etc.). Customer service focused,responding professionally and timely to questions and/orconflict resolution.
  7.    Possess physical and emotional capacity to fulfill responsibilities and duties expected. This position involves sittingat a desk for severalhours a day, hand/wrist movementas in writing or using a computer keyboard/mouse. Otheractivities may includemoderate to frequent physical exertion in body movements such as reaching, bending and twisting

 

 

Compensation and Terms of Employment:

  1. Compensation based on qualifications and experience.  Annualized salary range: $58,000 - $62,000, paid bi- weekly. Full year assignment - 52 weeks, Five (5) days per week, Seven and one half (7.5) hours per day / 37.5 hours per week.  Targeted workday 8:00 AM to 4:00 PM with half hour unpaid duty-free lunch. Extended hours may be necessary at times to meet deadlines.
  2. The school district will provide necessary facilities, equipment, materials and supplies needed to accomplish assignment.
  3. Training will be underwritten when required.
  4. All benefits and entitlements available to Full Year Support Personnel will be provided.  Those include:
    1. Paid vacation, sick days, personal days, and holidays.
    2. Medical/Dental/Vision/Life insurance, Flexible Spending Account, Identity Protection Plan, pension provisions, and professional improvement.

 

Application:

  1. Submit a resume or letter of intent to the Human Resource Office at Blackstone Valley Vocational Regional School District, 65 Pleasant Street, Upton, MA 01568-1499 by the end of the posting period.
  2. All positions will be posted for a minimum of ten (10) business days.
  3. Applicants are alerted that school systems are required to obtain all available criminal offender record information (CORI and SAFIS Background Check per 603 CMR 51.00) from the criminal history systems board (CHSB) of any current or prospective employee or volunteer of the school department. 
  4. It is the policy of the Blackstone Valley Vocational Regional School District not to discriminate on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, age, genetic information, ancestry, military status, disability, pregnancy or pregnancy related condition, or any other characteristic prohibited by state or federal law.