Student Accounts & Billing Manager

Brooklyn Waldorf School; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

Brooklyn Waldorf School in New York is seeking a Student Accounts & Accounts Receivable Manager to oversee tuition billing, AR, and payment plans, serving as the primary family contact in the Business Office.

The ideal candidate will be highly organized, with strong communication skills and the ability to maintain confidential financial information across multiple systems. Collaboration with the Head of Finance & Operations is essential to ensure accurate billing and reconciliation.

Qualifications

• Bachelor's degree in accounting, finance, business administration, or related field.
• 3–5 years of experience in accounts receivable, billing, bookkeeping, student accounts, or related financial role.
• Experience in an independent school, nonprofit, or educational setting preferred.
• Strong understanding of accounts receivable and reconciliation processes.
• Excellent attention to detail and ability to maintain accurate financial records.
• Strong written and verbal communication skills, including the ability to discuss sensitive financial matters with families professionally.
• Strong organizational skills and ability to manage multiple deadlines and competing priorities.
• Proficiency with Excel and/or Google Sheets.
• Experience with QuickBooks Online, FACTS, Finalsite, or similar financial and student information systems preferred.
• Ability to exercise discretion and maintain confidentiality.

Responsibilities

• Manage tuition and student account billing, including charges, payments, credits, adjustments, and refunds.
• Maintain accurate and up-to-date student account records.
• Monitor accounts receivable balances and regularly prepare and review aging reports.
• Follow up with families regarding outstanding balances and payment obligations in a professional and respectful manner.
• Establish, document, and monitor approved payment plans in coordination with the Head of Finance & Operations.
• Serve as the primary point of contact for families regarding tuition balances, billing questions, payments, and account discrepancies.
• Reconcile tuition and other student-related revenue between FACTS, Finalsite, QuickBooks Online, and related systems.
• Perform regular reconciliation of student accounts receivable to the general ledger.
• Process and track financial aid, tuition assistance, employee tuition benefits, and other approved account adjustments.
• Support enrollment and re-enrollment by ensuring that financial contracts, deposits, and account balances are properly recorded.
• Prepare accounts receivable reports, collection reports, and supporting financial schedules for the Head of Finance & Operations.
• Assist with cash-flow forecasting by providing timely information regarding expected tuition collections and outstanding balances.
• Prepare supporting documentation and schedules for the annual financial audit.
• Maintain appropriate internal controls, documentation, and confidentiality related to student and family financial information.
• Work collaboratively with Enrollment and other administrative departments to resolve account discrepancies and ensure accurate student financial records.
• Provide additional accounting and Business Office support as needed.

Skills

Strong communication

Detail oriented

Organizational skills

Discretion confidentiality

Education

Bachelor's degree (accounting/related)

Tools

Excel

Google Sheets

QuickBooks Online

FACTS

Finalsite

Job description

Position Summary

The Student Accounts & Accounts Receivable Manager is responsible for the day-to-day management of student billing, tuition accounts, accounts receivable, collections, and payment plans. This position serves as the primary Business Office contact for families regarding their financial accounts and works closely with the Head of Finance & Operations to ensure that tuition and other school revenue are accurately billed, collected, recorded, and reconciled.

The ideal candidate is highly organized, detail-oriented, comfortable working with families regarding sensitive financial matters, and able to maintain accurate financial records across multiple systems.

Key Responsibilities

• Manage tuition and student account billing, including charges, payments, credits, adjustments, and refunds.
• Maintain accurate and up-to-date student account records.
• Monitor accounts receivable balances and regularly prepare and review aging reports.
• Follow up with families regarding outstanding balances and payment obligations in a professional and respectful manner.
• Establish, document, and monitor approved payment plans in coordination with the Head of Finance & Operations.
• Serve as the primary point of contact for families regarding tuition balances, billing questions, payments, and account discrepancies.
• Reconcile tuition and other student-related revenue between FACTS, Finalsite, QuickBooks Online, and related systems.
• Perform regular reconciliation of student accounts receivable to the general ledger.
• Process and track financial aid, tuition assistance, employee tuition benefits, and other approved account adjustments.
• Support enrollment and re-enrollment by ensuring that financial contracts, deposits, and account balances are properly recorded.
• Prepare accounts receivable reports, collection reports, and supporting financial schedules for the Head of Finance & Operations.
• Assist with cash-flow forecasting by providing timely information regarding expected tuition collections and outstanding balances.
• Prepare supporting documentation and schedules for the annual financial audit.
• Maintain appropriate internal controls, documentation, and confidentiality related to student and family financial information.
• Work collaboratively with Enrollment and other administrative departments to resolve account discrepancies and ensure accurate student financial records.
• Provide additional accounting and Business Office support as needed.

Bachelor's degree in accounting, finance, business administration, or related field preferred.

Minimum of 3-5 years of experience in accounts receivable, billing, bookkeeping, student accounts, or a related financial role.

Experience in an independent school, nonprofit, or educational setting preferred.

Strong understanding of accounts receivable and reconciliation processes.

Excellent attention to detail and ability to maintain accurate financial records.

Strong written and verbal communication skills, including the ability to discuss sensitive financial matters with families professionally.

Strong organizational skills and ability to manage multiple deadlines and competing priorities.

Proficiency with Excel and/or Google Sheets.

Experience with QuickBooks Online, FACTS, Finalsite, or similar financial and student information systems preferred.

Ability to exercise discretion and maintain confidentiality.