Payments Reconciliation Lead

Go Fractional; United States; Remote; USD 120,000 - 180,000; Full time

Job summary

Finalsite is seeking a Payments Reconciliation Lead to build and run a reconciliation service for our K-12 district clients. You will set up procedures, hire and train a small team, and ensure district numbers tie daily.

This is a contract-to-hire position reporting to the CFO and collaborating with Customer Success and Product. The role is 100% remote within the United States and requires leading a team of reconciliation specialists, plus hands-on process design and quality controls to deliver

Qualifications

• 5+ years in accounting operations, treasury, payments or merchant services with daily reconciliation.
• 2+ years leading or supervising a reconciliation or back-office team.
• Experience writing procedures and quality checks followed by others.
• Knowledge of card disputes and chargebacks from the merchant side and deadlines.
• Experience producing/validating ERP import files; Munis a plus.

Responsibilities

• Create runbooks for each district's reconciliation workflow and quality checks.
• Hire and train 5–10 reconciliation specialists via staffing partners or offshore vendors.
• Maintain a daily tracker of tasks, clients, and reviewers.
• Perform quality reviews so nothing reaches a district unchecked.
• Send weekly client status reports to Success Managers with factual detail.

Skills

Accounting operations

Treasury/payments

Team leadership

Procedures & QA

ERP imports

Excel advanced

Communication

Education

Accounting degree

CPA/CMA a plus

Tools

Munis

Excel

Job description

Payments Reconciliation Lead - Contract

Finance | 100% Remote in the U.S | Contract

SUMMARY

Finalsite gives K-12 schools and districts one connected suite for their websites, communications, enrollment and payments, used by about 7,000 districts and schools. Payments is the part of that suite that ties the others together: a family that gets a message from the school, enrolls a student and pays a fee should see one experience, and the district's finance office should see one clean set of books. We are building a reconciliation service to support our largest district clients as that suite comes together, and we are looking for a Payments Reconciliation Lead to build it and run it. You will set up the procedures, hire and train a small team, and be the person who makes sure a district's numbers tie every day. You report to the CFO and work daily with Customer Success, who own the client relationship, and with Product. This is a contract-to-hire role.

LOCATION

100% Remote - Anywhere within the US

RESPONSIBILITIES

• Runbooks: Turn each district's reconciliation workflow, from the first chargeback notice to the final tie-out against settlement, into written procedures with quality checks.
• Team: Hire and train 5 to 10 reconciliation specialists through a staffing partner or an offshore vendor.
• Daily Tracking: Run a daily tracker of which task, which client, who did it and who reviewed it.
• Quality Review: Review every file before it goes out. Nothing reaches a district unchecked.
• Client Reporting: Send a weekly status to each client's Customer Success Manager, who owns the client conversation. Make sure they walk in with the facts.
• Chargeback Notices: Own the handoff from Operations so each district gets a complete notice with the order and transaction detail attached, instead of a screenshot in an email.
• Line-Item Reconstruction: Locate each affected order in the Web Store portal, rebuild it at the line-item level with the account or GL code from Inventory, the payment ID, the dollar amount and the sales tax, and lay it out the same way as the district's settlement file.
• Fix Files: Produce the ERP-ready correction file, broken into the right accounting lines with sales tax, in the district's import format (Munis, for example), and confirm it posted.
• Settlement Tie-Out: Reconcile the individual orders and the fix-file detail back to the single aggregated chargeback deduction on the settlement statement.
• Related Notices: Extend the same approach to delayed or unfunded transactions and to disputes and NSF returns, so districts get one daily file instead of one email at a time.
• Automation Input: Keep a ranked list of what is slow and which report fields would remove each step, and hand it to Product and Engineering.
• Capacity and Cost: Track hours per client per workflow, build the capacity model for the full client list, and recommend US temps versus offshore from real error and turnaround data.
• Performance Measures: Same-day task completion, files out by the agreed cutoff, business days from chargeback notice to ERP-ready file, disputes surfaced within one business day, fix files that tie with no rework, and automation requests accepted by engineering.

QUALIFICATIONS AND SKILLS

• 5+ years in accounting operations, treasury, payments or merchant services, with bank or settlement reconciliation as your own daily work, not something you reviewed from above.
• 2+ years leading, training or supervising a reconciliation or back-office team. Temp or offshore staff is a plus.
• Experience writing procedures and quality checks that other people followed.
• Working knowledge of the card dispute and chargeback process from the merchant side, including evidence deadlines.
• Experience producing or validating ERP import files. Munis is a plus.
• Advanced Excel: lookups, SUMIFS, pivots, large CSV cleanup.
• Ability to explain a reconciliation break to someone who is not an accountant.
• CPA, CMA or an accounting degree is a plus.
• Payment processor, payment facilitator or bank operations background is a plus.
• K-12 or public sector fund accounting is a plus.
• Experience managing a staffing partner or an offshore vendor is a plus.
• Experience handing a manual process to a product team to automate is a plus.

RESIDENCY REQUIREMENT

Finalsite offers 100% fully remote employment opportunities, however, these opportunities are limited to permanent residents of the United States. Current residency, as well as continued residency, within the United States is required to obtain (and retain) employment with Finalsite.