Job Description

Minnehaha Academy Student Accounts Specialist

Minnehaha Academy is a Christian school and a ministry of the Northwest Conference of the Evangelical Covenant Church. Our mission is to provide a high quality education integrating the Christian faith and learning.

Position Summary

The Student Accounts Specialist is responsible for all student billing and accounts receivable functions for Minnehaha Academy. This role requires strong communication skills, knowledge of fair collection practices, high ethical standards, and the ability to handle confidential financial and academic information with discretion. The ideal candidate demonstrates strong attention to detail and proficiency in database systems and spreadsheets. This position partners closely with the Director of Accounting to ensure accurate financial reporting and consistent application of tuition policies.

This position is.70 FTE. The hours would be Monday - Friday 8:00 - 2:30 with a 30 minute lunch break. There would be the flexibility for this role to be a hybrid of working from home and working in the office.

The pay range for this position is $25.00 - $28.00 per hour.

Key Responsibilities

Student Accounts Administration

• Administer billing and accounts receivable through the school's tuition management system (FACTS).
• Accurately process payments, charges, adjustments, and payroll deductions in a timely manner.
• Monitor past-due accounts and communicate with families in accordance with school collection policies.
• Coordinate payment arrangements within approved guidelines and refer delinquent accounts to the Director of Accounting when escalation is required.
• Prepare documentation and recommendations regarding engagement of professional collection services for internal review.
• Review account status and apply established policy criteria related to transcript and diploma release.

Reporting & Reconciliation

• Prepare monthly journal entries related to student accounts receivable activity.
• Generate monthly and annual accounts receivable reports for review by the Director of Accounting.
• Perform monthly reconciliations between the general ledger and subledgers, including FACTS and Camp Brain (Extended Day and Summer Programs registration platform).
• Identify discrepancies, research variances, and resolve issues in collaboration with accounting leadership.

Enrollment & Withdrawal Support

• Track and reconcile re-enrollment deposits between the enrollment software and student information system (Skyward).
• Process student withdrawals and complete required account adjustments in accordance with policy.
• Ensure completion of withdrawal procedures, including the collection of school property and assessment of related fees.

Program Administration

• Administer the Non-Public Transportation Reimbursement Program, including fall and spring district reporting, tracking payments from districts, applying funds to family accounts, and processing applicable refunds.
• Create payment forms for athletics, fine arts, admissions, and other departments as requested.
• Provide technical support and guidance to internal users regarding payment forms.

Additional Duties

• Maintain data consistency between FACTS and Skyward.
• Partner with the IT department to assist families with Skyward related inquiries.
• Document procedures and support continuous improvement of student account workflows.
• Perform other related duties as assigned.

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