Position Title: Payroll & Accounts Receivable Manager

Date Modified: January 2023

FLSA Classification: Full Time/ Hourly

Salary: Up to $70K dependent upon previous exp/Full Paid Health Benefits

Reports to: Director of Finance & Operations

Essential Functions

Student Billing / Accounts Receivable:

• Responsible for the overall management of the Student Accounts operations, collection of student accounts receivable, and coordinating cashiering functions.
• Enter all student data into electronic Student billing system and the Accounting system
• Maintain the integrity and timeliness of student account updating, charges, fees, credits, adjustments, and refunds
• Establish payment terms and alternative payment plans where appropriate and pursue and resolve delinquent payments, with parent(s) 
• Act as a liaison between Business Office and Admissions to ensure accuracy of shared information, enrollment contracts and deposit information
• Generate student billing and reconciliation of billing records to registration records
• Responsible for the confidentiality of all documents received 
• Ensure compliance with internal policies and procedures for managing accounts and funds
• Deposit and record all incoming cash, checks, credit card transactions
• Responsible for recording all donations/stock in accordance with the Development Office
• Prepare annual reports for the audit and management with regard to tuition and student accounts and provide auditors with any requested information for sampling whether receivable or payable
• Provide support, cross-training and backup for other business office staff

Human Resources Coordination - (with Director of Finance & Operations)

• Onboarding of all new employees, temp, 1099s, and contractors
• Administer all employee benefits and ensure effective and timely communication.
• Preparation of all employment letters for new hires
• Assist in the implementation and maintenance of effective compliance with applicable employment regulations.
• Oversee fingerprinting, background checks, ACA reporting, sexual harassment, NYS Mandated Reporter compliance requirements and maintain accurate records.
• Oversee the employee orientation process and document completion.
• Assist in the coordination of salary changes and correct FLSA classification of jobs.
• Maintain secure and confidential human resource related files and records.
• Consult with Director of Finance & Operations, as necessary to minimize potential liability.
• Compile data needed to complete nondiscrimination testing for FSA.
• Assist in preparation of the annual 5500, 403B, 990 reports for qualified benefit plans.
• Assist in the review and revision of the employee handbook relating to employee issues and make recommendations as needed.
• File all required HR documentation, as needed.

Pension (403b Plan) Benefits

• Enroll employees on school’s 403B pension plan (TIAA)

• Oversee the submission of monthly contributions for pension plan

• Prepare benefit requests for Defined Benefit Plan participants.

• File 5500 reports for pension plans.

• Enroll and maintain employees Flex Benefit plans
• Enroll employees in Medical, Dental, and Vision Plans and maintain accurate records

• Collect data for nondiscrimination testing.

Payroll

• processing payroll using ADP (Workforce Now) (Bi-Monthly)

• reviewing timesheets and accuracy of hours for all hourly employees

• Record Payroll and benefit journal entries (bi-monthly) in accounting system

• Maintain proper payroll records as needed

Qualifications

• Bachelor’s degree and a minimum of four years of experience in all areas.

• Ability to communicate effectively with people at all levels in the organizations.

• Working knowledge of human resource principles, procedures and practices.

• Ability to effectively deal with multiple priorities, functions and activities.

• Strong working knowledge of recent FMLA, PFL, CARES Act, 

• Short and Long-term Disability policies

• Working knowledge and skill of basic business software, including word processing spreadsheets and database tracking systems.

• Ability to maintain confidentiality in all matters pertaining to personnel and HR matters.

Physical Requirements and Work Environment

• Generally, works in standard office conditions and climate. 

• Works in a high stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.

• May work at a desk and computer for extended periods of time.

Requirements

• Ability to maintain strict confidentiality is required
• Ability to follow procedures and guidelines assigned to the job
• Ability to problem solve with various constituents
• Strong Accounting Knowledge
• Ability to multitask and remain accurate and organized
• A customer service orientation with strong oral and written communication skills
• Pleasant and “can-do” approach to work and relationships with co-workers
• Skill in using Blackbaud, or equivalent accounting computer programs
• Intermediate knowledge of Excel
• BA degree in Business or related field is preferred; or at least five years equivalent experience
• Preferred: Knowledge of Smart Tuition system, Blackbaud, TIAA, ADP payroll
• Vaccinated/Booster required

About Brooklyn Heights Montessori School

Brooklyn Heights Montessori School offers a challenging and comprehensive curriculum built on the philosophy of Maria Montessori to children in preschool through eighth grade. Students work and learn in mixed-age classes led by teaching teams of nurturing and well-informed professionals. The students have exposure to a full range of academic and artistic courses. BHMS also offers an after school program and a summer day camp. The school is housed in a modern facility in the Cobble Hill section of Brooklyn and is ideally located for convenient access to all parts of Manhattan and Brooklyn. . In the midst of a capital campaign that will help fund a $2M Raise the Roof renovation project, the School will expand its physical plant. Brooklyn Heights Montessori School is an equal opportunity employer.

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