Payments Reconciliation Lead - Contract

Finalsite; Glastonbury (CT); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Finalsite is seeking a Payments Reconciliation Lead to build and run a reconciliation service for the district payment suite. You will set up procedures, hire and train a small team, and ensure daily numbers tie to settlements. This is a contract-to-hire role reporting to the CFO, with daily collaboration across Customer Success and Product.

100% remote in the US, you will drive accuracy, automation ideas, and effective client reporting to ensure timely, error-free settlement files.

Qualifications

• 5+ years in accounting operations, treasury, payments or merchant services, with daily reconciliation duties.
• 2+ years leading or supervising reconciliation/back-office teams, including offshore staff.
• Experience writing procedures and quality checks that others follow.
• Knowledge of card dispute/chargeback processes from merchant side, including deadlines.
• Experience producing or validating ERP import files; Munis is a plus.
• Advanced Excel skills: lookups, SUMIFS, pivots, large CSV cleanup.
• Ability to explain reconciliation issues to non-accountants.
• CPA/CMA or accounting degree is a plus; payment/banking background helps.
• K-12 or public sector fund accounting is a plus.

Responsibilities

• Develop and run district reconciliation workflows with quality controls.
• Hire and train 5–10 reconciliation specialists through staffing partners or offshore vendors.
• Maintain daily tracking of tasks, clients, and reviewers; ensure timely completion.
• Review every file before it is sent to districts; maintain accuracy.
• Prepare weekly client status reports for Customer Success Managers.
• Manage handoff from Operations for complete notices with details attached.
• Rebuild line-item orders from Web Store to match settlement formats.
• Produce ERP-ready correction files for district imports (e.g., Munis).
• Reconcile orders and fix-files to the settlement line item, ensuring one file per district.
• Extend approaches to delayed/undfunded transactions, disputes, and NSF returns.
• Maintain a prioritized list of automation improvements for Product/Engineering.
• Track capacity, hours by client, and offshore vs. onshore staffing options.
• Measure performance: same-day task completion, proper cutoffs, disputes surfaced timely.

Skills

Accounting operations

Team leadership

Procedures & QA

ERP import files

Advanced Excel

Reconciliation

Card disputes

Education

Accounting degree

CPA or CMA

Tools

Munis

Job description

WHO WE ARE

Finalsite is the most valued partner for K-12 schools to build trust, strengthen community, and grow enrollment. Ranked among the best EdTech Companies in America, Finalsite supports more than 7,000 schools and districts worldwide with an integrated platform for websites, communications, mobile apps, enrollment, and marketing services.

Headquartered in Glastonbury, Connecticut, Finalsite is a global company with employees working remotely across nearly every U.S. state, as well as throughout Europe, South America, and Asia.

We believe people do their best work when they feel supported, connected, and empowered to grow. That's why we invest in our employees through competitive benefits, professional development opportunities, and a collaborative culture built on partnership and purpose. Whether you're looking to expand your skills, take on new challenges, or make a meaningful impact in education, Finalsite offers the opportunity to grow your career while helping schools thrive.

At Finalsite, every interaction matters - with our clients, with each other, and the schools and families we serve. Join us and help shape stronger school communities around the world

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.

DISCLOSURES

Finalsite is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. EEO is the Law. If you have a disability or special need that requires accommodation, please contact Finalsite's People Operations Team. Finalsite is committed to the full inclusion of all qualified individuals. As part of this commitment, Finalsite will ensure that persons with disabilities or special needs are provided a reasonable accommodation.