Remote Payments Reconciliation Specialist

Finalsite; United States; Remote; USD 55,000 - 75,000; Part time

Job summary

Finalsite is hiring a Payments Reconciliation Specialist on contract to join a small reconciliation team. The role is 100% remote within the United States, reporting to the Payments Reconciliation Lead.

You will work from written procedures, using Excel and web portals to prepare correction files for districts’ ERP imports. You will verify settlement tie-out to the cent and prepare daily notices of delayed, unfunded transactions, disputes, and NSF returns for clients.

Qualifications

• 2+ years in cash application, accounts receivable or payable, bank reconciliation, merchant services or payment processor operations, or bookkeeping for a business with card sales.
• Experience tying detail to a total: many items to one deposit, statement line or batch, and working the differences rather than just flagging them.
• Excel: XLOOKUP or VLOOKUP, SUMIFS, pivot tables, text-to-columns, saving a clean CSV.
• Ability to follow a written procedure exactly, and to say so when a step does not work.
• Accuracy under a daily deadline, and the habit of keeping a log without being asked.
• Clear written English, for short notes that go to districts under the Lead's name.
• Chargebacks, disputes or NSF returns from the merchant side are a plus.
• An ERP import or export (Munis, Skyward, QuickBooks, NetSuite) is a plus.
• School district, municipal or nonprofit finance is a plus.
• Not required: an accounting degree, a CPA, coding, or any product or engineering background.

Responsibilities

• Chargeback Intake: Pick up each chargeback notice from Operations and log it the same day.
• Order Lookup: Find each affected order in the Web Store portal. A charged-back order can still show as successful, so work from the notice, not the status.
• Line-Item Reconstruction: List every item on the order and capture the account or GL code from Inventory, the payment ID, the dollar amount and the sales tax, in the same layout as the district's settlement file.
• Fix File: Build the correction file, broken into the right accounting lines with sales tax, and format it to the district's ERP import (Munis, for example).
• Settlement Tie-Out: Reconcile the orders and the fix-file detail back to the single aggregated chargeback deduction on the settlement statement. It has to match to the cent.
• Related Notices: Prepare the daily file of delayed or unfunded transactions, and of disputes and NSF returns, for each of your clients.
• Quality Check: Run the runbook checklist, then hand your work to the Lead for review. Nothing goes out without a second set of eyes until the Lead lifts that rule for you.
• Delivery: After review, send the file to the client's Customer Success Manager, who passes it to the district. You never contact a district directly.
• Escalation: Raise it with the Lead when a SKU has no account code or two of them, when you cannot find an order, when a chargeback is partial, when anything does not tie, when a tax question comes up, or when a runbook step fails or does not cover the request. Never change a template or skip a check on your own.
• Automation Input: Keep a running note of what is slow or awkward. You will be asked what should be automated.

Skills

Cash application

Accounts receivable

Bank reconciliation

Excel

Attention to detail

Written communication

ERP import/export

Problem solving

Tools

Munis

Skyward

QuickBooks

NetSuite

Job description

Finalsite is hiring a Payments Reconciliation Specialist on contract to join a small reconciliation team. The role is 100% remote within the United States, reporting to the Payments Reconciliation Lead.

You will work from written procedures, using Excel and web portals to prepare correction files for districts’ ERP imports. You will verify settlement tie-out to the cent and prepare daily notices of delayed, unfunded transactions, disputes, and NSF returns for clients.