Finance Assistant

Description

Finance Assistant

Department: Finance

Reports to: Finance Manager

Status/FLSA Class: Full-Time; Fair Labor Standards Act (FLSA): Non-Exempt

Location: Launch Office; hybrid remote and in-office currently

Overview

Launch is dedicated to ensuring a brilliant start for all children. Through our preschool, after school and summer programs, we provide equitable access to the highest-quality learning and care in a safe, enriching environment that prepares children for success in school and life. Our programs serve a diverse group of over 1,300 children ages 3-12 and are located on-site in 9 Seattle public schools and 3 community centers. With more than 40 years of experience, we serve as a proven model of effective programming and a passionate advocate for children, families, and communities. Launch strives to live an anti-racist, inclusive existence, and welcomes diverse voices, experiences, and perspectives.

Position Overview: Reporting to the Finance Manager, the Finance Assistant has primary responsibility for providing customer service to families and program staff regarding tuition, processing City and DSHS child care subsidies, posting private pay payments, late pick-up and drop-in fees, processing Finance communications, and assisting the Finance team with a variety of other billing and accounts receivable related functions. The position also assists with day-to-day operational needs, which could include reception and a variety of other general office support functions.

Key Responsibilities & Duties:

Accounts Receivable Processing – Earned Income/ fee-for-service (tuition and subsidies:

Billing and Customer Service:

• Accept payments according to current procedures
• Answer client questions regarding payments and subsidies
• Investigate and troubleshoot issues with client accounts both
• Prepare and mail hard copy statements monthly to those families requiring hard copies
• Create client payment history statements for tax purposes or flexible spending account

Invoice Processing:

Manage Billing Accounts

• Post payments to accounts for summer, break days, new/returning enrollment
• Setup Contract Billing in Procare for monthly tuition
• Prepare and send Stop care list
• Hold monthly 1:1 PSM/Finance meetings with their sites to go over Stop care lists
• Post late pick-up and drop-in charges daily for the business day two days prior
• Cross check formula billing against out-of-schedule report
• Trouble-shoot late pick-up and drop-in charge issues with program staff and families

School Closure Days

• Post school closure day charges
• Audit school closure day attendance vs. charges

Subsidy/Tuition Assistance Coordination and Invoicing:

CITY

• Prepare and audit City invoices monthly by due date specified by Finance Manager
• Process all City vouchers upon receipt, including posting to ledger card and billing box, tracking items, user defined fields, creating agency ledger when needed, copying program staff, highlighting, and filing in notebook
• Send monthly expiration notices to families
• Follow up with program staff and families on extra voucher amounts
• Update City billing boxes monthly immediately prior to monthly billing
• Submit payments on City website

DSHS

• Prepare and audit monthly DSHS invoices, calculate revenue for Finance Manager
• Organize and manage DSHS awards, filing hard copies in file cabinet
• Submit payments on DSHS website
• Forward expiration/termination notices to families and program staff
• Update DSHS billing boxes monthly prior to monthly billing

Tuition Assistance

• Receive and process TA applications from families via Finance or TA inbox
• Communicate with families confirming income documentation and eligibility
• Calculate family monthly income using the TA income guidelines on TA SOP
• Organize and manage TA applications in Teams/SharePoint using TA check list
• Submit TA applications to Finance Manager for processing approval/denial
• Support families with applying for external subsidies
• Update TA billing boxes monthly prior to monthly billing

Collections:

• Assist in collection processes
• Send statement emails; Prepare, copy, and mail collection letters
• Make follow-up collection phone calls; Send second notices; Other follow-up as directed
• Update collection log accordingly
• Recommend accounts for write-off reports
• Prepare write-off reports

Accounts Receivable Reporting

• Update subsidies spreadsheet monthly
• Update Tuition Assistance spreadsheet monthly
• Prepare and audit attendance reports for invoicing City and DSHS, and against private pay billing
• Ensure both sides of agency and customer ledgers for City and DSHS are balanced net to “0”
• Run reports without contract billing and follow up accordingly prior to monthly billing
• Run aging reports and other special reports as needed

Support Enrollment Team

• Participate in review of registration packets
• Communicate with Enrollment Coordinator to get accurate roaster to input/withdraw schedules; contract billings for new/withdrawing students; schedule changes

General/Other

• Support Enrollment Coordinator with enrollment needs Assist with general reception functions, including greeting guests, telephone answering, and other general administrative services. Open and sort mail as requested, per procedures.
• Participate in all agency-wide activities and trainings
• Miscellaneous other duties as assigned

Requirements

Education and Experience:

• AA in accounting or related field or equivalent experience
• Demonstrated experience providing finance-related support to a small or medium sized organization
• Demonstrated experience providing excellent customer service
• Proficiency in MS Office applications (Word, Outlook, Teams, SharePoint, etc.) and data management systems
• Excellent financial and quantitative skills required
• Excel proficiency
• Experience in Procare or other Childcare Management System a plus
• Experience and understanding of childcare industry
• Experience navigating DSHS Working Connections Childcare and City of Seattle subsidies
• Previous non-profit experience a plus

Knowledge, Skills & Abilities:

• Personal qualities of integrity, credibility, and a commitment to Launch’s mission.
• Excellent communication skills
• Able to work independently and on a team
• Ability to work and interact with departments throughout the organization
• Professional, punctual, flexible
• Able to handle sensitive/confidential information
• Able to stay organized and to prioritize and balance multiple projects and deadlines.
• Excellent people skills, with experience collaborating in a multi-disciplinary, diverse, and dynamic team
• Flexible and a self-starter, able to multi-task while being accurate and highly detail oriented
• Must be comfortable presenting challenging communications

Conditions of Employment:

• Ability to obtain and maintain criminal record clearance
• TB Clearance
• Mandated Reported Training
• MMR Vaccination Record
• Covid-19 Vaccination

The statement contained in this job description reflect general details as necessary to describe the principal functions of the job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization