Accounts Payable / Accounts Receivable Coordinator

Description

The Accounts Payable / Accounts Receivable Coordinator manages the full cycle of incoming and outgoing payments for Wheaton Academy, ensuring that accounting records are accurate and audit-ready at all times. On the receivable side, this position administers student tuition accounts, supports the financial aid process, and serves families with professionalism, patience, and warmth. On the payable side, it manages vendor payments, wire transfers, corporate credit card and reimbursement activity, and petty cash while maintaining strong internal controls.

Based on campus full-time, this individual is the face of the Business Office for families and staff — the first point of contact for tuition, payment, and account questions in person, by phone, and by email. The position works closely with the Business Office, Student Services, Human Resources, and external partners, and upholds the mission and values of Wheaton Academy in every interaction.

Essential Duties and responsibilities include the following.  Other duties may be assigned:

Business Office presence and Front-Line Service:

• Serve on campus full-time as the face of the Business Office, welcoming and assisting families and staff in person, by phone, and by email.

• Provide a warm, professional, and Christ-like first point of contact for tuition, payment, reimbursement, and general account questions.

• Direct families and staff to the right resource or office when questions fall outside the Business Office.

• Maintain a helpful, approachable presence that reflects well on the Business Office and Wheaton Academy.

Accounts Receivable: Student Tuition Accounts:

• Manage student tuition accounts in the tuition management system. 

• Work with the tuition management provider to ensure all families are billed at the beginning of each academic year, completing templates and providing accurate data.

• Resolve collections by working with past-due families in a Christ-like manner — following up via email and phone, devising alternate payment plans when needed, and ensuring compliance with those plans.

• Communicate with families by email and phone regarding tuition questions.

• Work with Student Services to identify students who are ineligible to re-enroll due to past-due status.

Financial Aid:

• Process financial aid applications.

• Prepare financial analysis for Financial Aid Committee meetings and participate in financial aid decision-making.

Accounts Payable - Ramp Bill Pay:

• Manage the accounts payable process using Ramp Bill Pay.

• Review invoices received through Ramp Bill Pay and ensure proper routing when necessary.

• Obtain and upload W-9 forms for new vendors and maintain accurate vendor records.

• Coordinate with department staff to ensure invoices contain appropriate GL coding, due dates, and approvals.

• Monitor invoice workflow and payment status.

• Process manual check requests through Blackbaud Financial Edge NXT (FENXT).

• Prepare checks for authorized signatures and ensure dual-signature requirements are met for checks over $500.

Wire Transfers and ACH Payments:

• Process domestic and international wire transfer requests.

• Review supporting documentation for wire requests, including invoices and receipts.

• Enter wire transfer information into the bank portal and coordinate the required dual-approval process.

• Record wire and ACH payments in Blackbaud Financial Edge NXT and maintain complete documentation for all transactions.

Corporate Credit Cards and Employee Reimbursements:

• Manage Ramp corporate credit card transactions.

• Download credit card activity and import transactions into the general ledger.

• Prepare monthly journal entries for credit card expenses and payments, and reconcile the Ramp credit card payable account monthly.

• Process employee reimbursement requests submitted through Ramp, ensuring appropriate approvals before payment.

• Monitor reimbursement payments and maintain supporting documentation.

  Banking, Cash Management & Petty Cash

• Prepare, record, and process bank deposits.

• Maintain petty cash account balances, reconciling weekly; organize and properly secure cash on hand.

• Process petty cash requests, verify required approvals, count cash with recipients, and obtain signed receipts.

• Receive and properly record cash receipts from the cafeteria and all student activities.

• Record petty cash activity through journal entries in Blackbaud Financial Edge NXT.

• Maintain appropriate files for cash receipts and disbursements to provide an audit trail for the year-end audit.

General Ledger & Financial Reporting

• Record journal entries as needed.

• Provide data to the Business Office as needed for weekly meetings.

• Participate in ongoing training on Financial tools and systems.

Compliance & Internal Controls

• Ensure compliance with organizational policies and accounting procedures.

• Maintain complete supporting documentation for all financial transactions.

• Follow established approval workflows and segregation of duties.

• Assist with internal and external audits by providing requested documentation and explanations.

Requirements

 Wheaton Academy employees must fully embrace the school’s Educational Philosophy and Mission as expressed in its Protestant Statement of Faith and commit to upholding these principles. Participation in a Protestant church whose core beliefs align with Wheaton Academy’s Statement of Faith is expected.

Employment at Wheaton Academy requires affirmation of an evangelical Protestant Christian faith, including a personal commitment to Jesus Christ as Lord and Savior and a desire to share the gospel message of salvation. Employees are expected to demonstrate spiritual maturity in character and conduct, reflecting the principles of I Timothy 4:12 within and beyond the school environment (Luke 6:40). They should exemplify discernment, dignity, respect, and Christ-centered living, setting a positive example for students, families, colleagues, and the broader community.

The ideal candidate will have a bachelor's degree and significant work experience demonstrating strong acumen in bookkeeping, accounts payable and receivable, and exceptional customer service skills. Experience with Blackbaud Financial Edge NXT, Ramp, and/or a tuition management platform (e.g., Blackbaud Tuition Management) is preferred. 

The candidate will possess a strong work ethic, be detail-oriented, enjoy problem-solving, and communicate professionally and patiently with parents, students, vendors, and colleagues. The ability to handle sensitive, confidential information is required. This individual will support the decisions made by the Executive Team as they relate to tuition accounts, financial aid, accounts payable, and related matters.

Additional skills and competencies include:   

• Organization, accounting, analytical, and data-entry skills.

• Comfortable working with and learning financial software.

• Attention to detail and thoroughness.

• Strong reporting skills.

• Strong written and verbal communication skills.

Able to handle large amounts of confidential information, especially as it relates to families attending Wheaton Academy 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.