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Accounts Receivable Assistant

OFFICIAL TITLE: Accounts Receivable Asst CODE: 5446 SQ/OQ: Optimal Qualified
WORKING TITLE: Accounts Receivable Assistant GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, perform a variety of tasks required to record, verify and reconcile all cash-related records, credit card transactions, and non-resident tuition payments to ensure effective, efficient, and accurate receivable operations for Montgomery County Public Schools (MCPS). The work of the class involves securing and processing in extremely high volume cash receipts in a timely and accurate manner; identify exceptions which occur in the cash receipt and credit card process; develop corrective action plans to eliminate exceptions; ensure cash, revenue and expense are properly accounted; and the daily cash and credit card balance is reconciled. It includes securing deposits, recording deposits, electronic payments and NSF checks, processing credit card transactions including handling charge-backs and refunds for credit cards and reconciling the deposited transactions to all bank accounts for MCPS. The work requires creating and running daily reports, reconciling deposits against the general ledger/bank accounts, maintaining all required supporting documents, control total logs and files daily to assist with the cash management team to reconcile bank accounts on ERP financial system. It also involves researching and resolving unidentified/ exception operating bank account deposits. Excellent communication skills to explain complex rules and procedures to schools, departments, internal and external customers, and stakeholders, as required. Good team player. Strong knowledge and experience of reporting, web application, document management system, complex financial systems and Microsoft products. Strong time/document management skills. Ability to monitor, plan and organize work to ensure accurate and timely completion of assigned jobs crucial to MCPS business operations.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the organization, functions and operations of Montgomery County Public Schools, or a similarly complex organization. Strong skills in bookkeeping, accounting procedures and financial accountability; Must demonstrate analytical and problem solving skills. Ability to work in high volume and fast paced environment; Attention to detail and high level of accuracy and ability to maintain confidentiality concerning financial records. Must be highly motivated and able to prioritize multiple tasks and meet deadlines. Demonstrate strong customer focus, effective documentation, team work, and communication skills. Ability to exercise independent initiative to perform both original and recurring assignments. Must be able to make decisions in accordance with established procedures and practices; requires excellent oral, written and human relations skills. Ability to maintain business and financial operating records and prepare reports; Ability to apply bookkeeping knowledge to varied or specific assignments and to detect arithmetic errors. Strong skills in operating advanced business and ERP systems. Must demonstrate ability to operate ERP accounting systems, including inputs, reports, data management, problem resolution, and information research. Communication skills to explain complex matters in terms understandable to non technical customers and stakeholders. Preference for prior experience working with ERP based accounting systems. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. One plus years equivalent accounting experience required. Work experience in a high volume accounts receivable accounting office. Experience reviewing receipts, credit card transactions and e-transfers and record numerical data to keep financial records complete. Experienc reviewing the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) None
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be able to work long hours as demanded by workload, including attendance at meetings.


Secure all cash receipts.

Analyze, verify, and process large volume and large net total of cash receipts, wires, and electronic payments for MCPS offices, and internal and external customers. Research and apply unapplied cash receipts in a timely, effective, and accurate manner.

Create and maintain spreadsheets for all unprocessed wires, credit card transactions, and control totals for all transactions processed daily, to assist the cash management team in reconciling the bank statements.

Process reversals, refunds, and check requests for payment and refund requests, as needed.

Research and resolve unidentified/ exception operating bank account deposits.

Generate daily deposit reports; reconcile deposits from ERP financial system, bank, and credit card application; Create and maintain control totals, logs, files, spreadsheets daily for all transactions processed; assist with audit and cash management teams to reconcile and track all transactions to the general ledger/bank accounts.

Create reports to review daily automatic credit card transactions, which include sales, disputes, refunds and charge-backs. Process credit card transactions for various business units. Generate and prepare supporting statements, reports and ledgers. Reconcile all of the credit card transactions against bank account, credit card application and ERP AR module.

Develop corrective action plans to eliminate exceptions, and to ensure cash, revenue and expense are properly accounted. Maintain FMS receivable codes and batch name tables. Advise / improve office and processing procedures to reduce errors.

Assist stakeholders, including schools/departments, and external customers, with payments, deposit verification, inquiries, discrepancies, research and resolve unidentified cash receipts and other various issues.

Train school staff on processing procedures for cash receipts and deposits and how to navigate through the accounts receivable module to track their account balances and their deposits.

Prepare and index data from receivable-related supporting documents in data management system; Review and audit various types of documents within document management system.

Assist accounts receivable specialist for researching, identifying and resolving discrepancies between payables, receivables, cash receipt and general ledger databases.

Performs related work assignments as required.

Class Established: 1/2010
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.

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