Description
Position Summary
The Accounting & Student Accounts Program Specialist is responsible for the administration and reconciliation of student tuition, scholarships, and private-pay therapy billing, while providing day-to-day accounting support and audit assistance. This role manages financial transactions related to tuition, EFA and PIAK scholarships, and private-pay therapy invoicing in FACTS, and performs light accounting functions including accounts receivable, accounts payable, journal entries, and QuickBooks support. The position serves as a key liaison between families, program staff, therapists, and accounting to ensure accuracy, compliance, and timely financial processing.
Essential Functions / Key Responsibilities:
- Manage student tuition accounts, including setup, invoicing, payment application, adjustments, and reconciliation.
- Process and manage private-pay therapy invoicing in FACTS, ensuring accurate rates, services, and documentation.
- Monitor outstanding balances and follow up with families and internal teams regarding payment status and discrepancies.
- Maintain accurate student financial records and supporting documentation.
- Administer Education Freedom Account (EFA) and PIAK scholarships, including invoicing, tracking, reconciliation, and documentation.
- Coordinate scholarship payments with families, state programs, and internal departments.
- Ensure compliance with scholarship requirements, deadlines, and recordkeeping standards.
- Serve as a primary contact for scholarship-related questions and issue resolution.
- Perform accounts receivable functions related to tuition, scholarships, and private-pay services.
- Assist with accounts payable, including invoice review, coding, and processing support.
- Prepare and enter basic journal entries as assigned.
- Maintain organized financial records to support reconciliation and reporting.
- Assist with data entry and maintenance in QuickBooks or related accounting systems.
- Prepare documentation and schedules for internal and external audits.
- Support audit requests related to tuition, scholarships, billing, and accounting transactions.
- Ensure records are complete, accurate, and audit-ready.
- Assist in identifying and improving processes to strengthen internal controls and compliance.
- Communicate professionally with families, therapists, program staff, and accounting regarding billing, scholarships, and account status.
- Coordinate closely with internal teams to resolve discrepancies, missing documentation, or payment issues.
- Track open items and follow up proactively to ensure timely resolution.
Requirements
Required Qualifications
- High school diploma or equivalent required; associate’s or bachelor’s degree in accounting, finance, business, or a related field preferred.
- Basic accounting background, including familiarity with accounts receivable, accounts payable, and journal entries.
- Experience with billing, student accounts, or financial administration.
- Proficiency with Microsoft 365 (Outlook, Teams, Excel, Word).
- Strong attention to detail and ability to handle confidential financial information.
Experience/ Knowledge required:
- Experience using QuickBooks.
- Familiarity with FACTS or similar tuition and billing systems.
- Experience administering scholarships or grant-funded programs (EFA, PIAK, or similar).
- Prior experience supporting audits or compliance reviews.
- Background in education, therapy services, nonprofit, or healthcare environments.
Core Competencies
- Financial accuracy and accountability
- Organization and follow-through
- Clear, professional communication
- Compliance and audit awareness
- Cross-department collaboration
Skills/ Abilities:
- Ability to communicate effectively and professionally with a wide variety of people.
- Strong organizational skills with attention to detail and accuracy.
- Basic computer skills which include a working knowledge of databases, word processing, spreadsheets, and Internet software.
- Ability to handle multiple tasks in a very busy environment.
- Ability to defuse escalated situations while maintaining excellent customer service.
- Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations.
- Ability to add, subtract, multiply, divide, in all units of measure using whole numbers, common fractions, and decimals.
- Ability to apply common sense understanding to carry out detailed, but uninvolved, written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
TRAVEL REQUIREMENTS
- Travel is not required for this position.
- ACCESS drivers are required to maintain a valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations throughout Arkansas.
