Student Billing Specialist

Position Summary

The Student Billing Specialist is responsible for the accurate administration of student accounts, including tuition billing, payment processing, account reconciliation, and family communications. This role also oversees the processing, recording, and reconciliation of cash receipts and deposits across the School. The position serves as a key point of contact for families and internal departments, supporting strong financial operations while maintaining a high level of professionalism, accuracy, and internal control.

This is a full-time, 12-month position and reports directly to the Chief Financial & Operations Officer (CFOO).

Primary Responsibilities

Student Account Management

• Maintain and manage all student billing accounts, including tuition, fees, and incidental charges

• Ensure accurate and timely posting of charges, payments, adjustments, and financial aid

• Reconcile student accounts and investigate discrepancies

Billing & Collections

• Generate and distribute tuition statements and invoices in accordance with school policies

• Monitor accounts receivable and follow up on past due balances in a timely and professional manner

• Administer payment plans and ensure adherence to agreed-upon schedules

• Oversee all aspects of the tuition refund insurance plan, including preparing, reviewing, maintaining, and processing claims, while serving as the primary point of contact with the insurance provider.

• Coordinate with school leadership on enforcement of billing policies (e.g., attendance holds, re-enrollment status)

• Oversee the collections process for withdrawn families, including evaluating accounts for placement, coordinating with external collection agencies, and tracking recovery efforts through resolution.

Cash Receipts & Deposits

• Prepare and record daily cash receipts and deposits in accordance with internal controls

• Maintain appropriate documentation and audit trails for all transactions

• Coordinate with internal departments (e.g., Admissions, Auxiliary Programs, Development) to ensure proper coding and allocation of receipts

• Process petty cash requests and prepare start banks for school operations and events

• Maintain and reconcile petty cash accounts on a regular basis

• Support segregation of duties and internal control procedures related to cash handling

Customer Service & Communication

• Serve as the primary point of contact for families regarding billing inquiries

• Communicate clearly, professionally, and compassionately regarding account status and expectations

• Assist families in understanding billing processes, payment options, and financial policies

Systems & Reporting

• Maintain accurate records within the School’s student billing and financial systems (e.g., Blackbaud Tuition Management)

• Prepare regular reports on accounts receivable, aging, cash receipts, and collections activity

• Support audit requests and year-end processes related to student accounts and cash receipts

Collaboration

• Partner with Admissions to ensure accurate application of awards and enrollment changes

• Work closely with the Business Office team to ensure alignment with accounting and reporting standards

• Manage monthly postage expenses, including tracking, reconciliation, and reporting, while maintaining appropriate postage balances to support ongoing operations

• Support cross-functional initiatives related to billing systems, cash handling procedures, and process improvements 

• Oversee all institutional insurance policies, including tracking renewal dates, coordinating with providers, reviewing coverage details, and ensuring continuous and adequate coverage.

• Perform other related duties as assigned

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred

• 3 years of experience in billing, accounts receivable, or cash receipts processing

• Experience in an independent school or nonprofit environment preferred

• Familiarity with student billing platforms (e.g., Blackbaud Tuition Management, Veracross) strongly preferred 

• Strong attention to detail and accuracy, particularly in cash handling and reconciliation

• Excellent organizational and time management skills

• Professional and empathetic communication style, particularly in sensitive financial conversations

• Ability to balance firm policy enforcement with a customer-service mindset

• Proficiency in Microsoft Excel/Google Sheets, as well as financial/accounting systems

• High level of discretion in handling confidential financial information

• Understanding of internal controls and segregation of duties related to cash handling

Work Environment

• Office-based role within a collaborative Business Office team

• Regular interaction with parents, faculty, and administrative staff

• Occasional need for flexibility during peak billing and deposit cycles

Physical Requirements

• Ability to operate standard office equipment, including a computer, phone, and printer, and to review digital and printed documents.

• Ability to communicate effectively in person, by phone, and electronically with internal and external stakeholders.

• Ability to remain seated for extended periods while working at a computer (typically 6–8 hours per day).

• May require occasional movement within the office to access files, printers, or collaborate with colleagues.

• Ability to lift and carry light office materials (typically up to 10–15 pounds), such as files or office supplies.

• Capability to perform repetitive tasks such as data entry and document processing.

Application Process    

To apply for this position, please submit a cover letter, resume, and three professional references via https://www.dcds.edu/about/careers. Review of applications will begin immediately and continue until the position is filled.