Accounts Payable / Accounts Receivable Coordinator

Apply Job Type Full-time 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…