Accounts Payable/Payment Plan Coordinator

NOTABLE: this position is 4 days/week on site, 1 day/week remote.

POSITION SUMMARY

This position will play an essential role in Sinai Temple’s Finance Department as the primary person for cash distributions and as the point person for member payment plan contracts. We are seeking a highly organized and motivated individual with a passion for numbers and a customer service mindset. This individual will manage relationships with our vendors, ensuring smooth payable transactions. Additionally, this person will be on the front lines in providing service to our clients, offering and executing payment plan options for Temple's annual fees.

PRIMARY DUTIES

Provides customer service to our members by facilitating payment plans for annual fees, such as membership dues, Religious School tuition, and more.

• Review accounts and add billing items onto individual Members’ ACH Contracts (Includes any outstanding invoices from prior years).
• Execute ACH contracts with members including review of billing items e.g., Temple Dues, Religious School tuition, Bar Mitzvah, collect credit card information or voided check.
• Maintain an internal spreadsheet identifying members on payment plan and amounts to be collected per member each month.
• Input Payment Plan indicator for each Temple member’s account in ShulCloud system.
• Communicate to appropriate staff by way of TEAMS and/or shared documents of members on payment plans (For ticketing and/or tuition paid purposes).
• Contact families who default for collection in same month.
• Notify Director of Finance should payments continue to default (More than 2 consecutive months)
• Provide Member account details (Billings plus payments applied) when requested by staff and/or families.
• Follow up with each existing member on payment plan for new contracts for the following fiscal year’s billings. (Each ACH contract is good for one year. It is not automatically renewed.)

Manages processes of receiving, verifying, and reconciling invoices, including prepaid expenses. AP ACH, Online payments, and check printing to be performed weekly. Compile and maintain accounts payable records, including but not limited to AP ACH Contracts, vendor banking information, and vendor liability insurance.

• Establish and maintain effective relationships with outside vendors and employees.
• Creation of new vendor records when needed. Enter W9 information.
• Input properly approved and accurately coded disbursement requests into the accounts payable module in a timely and efficient manner.
• Identify and post prepaid expenses. Post Journal Entries to General Ledger to expense prepaid costs to the appropriate period.
• Verify math is correct on check requests and/or reimbursements. Verify receipts are legible. Verify wet signatures on all check/reimbursement requests.
• Collect and input W9 Information in AccuFund prior to release of payment.
• Prepare the Accounts Payable register for the Accounts Manager for review and approval of disbursement processing.
• Scan and upload images to individual bills in accounting software, including receipts for reimbursement.
• Post vendor invoices and prep for AP ACH transmittal. Input amounts owed to vendors on the JP Morgan Chase Bank website.
• Process stop payments, check voids/reversals.
• Prepare and file annual 1099 forms with vendors and the IRS.
• Prepare and upload the check register file for the JP Morgan Chase Bank Positive Pay Module weekly.
• Maintain and track the monthly recurring vendor spreadsheet. Monitor to avoid late payments.
• Be proactive in offering the AP ACH option to vendors. Collect signed Sinai Temple AP ACH Contracts.

Position Qualifications:

• Attention to Detail Proficiency, Excel skills, including VLookup
• Problem solving— identify and resolve problems in a timely manner, gather and analyze information skillfully.
• Understand prepaid expenses and operating fiscal years.
• Customer service— manage difficult client/customer situations, respond promptly to customer needs, solicit customer feedback to improve service, respond to requests for service and assistance, and meet commitments.
• Planning/organizing— prioritize and plan work activities and use time efficiently.
• Quality control— demonstrates accuracy and thoroughness, monitors own work to ensure quality, and applies feedback to improve performance.
• Quantity—meets productivity standards and completes work in a timely manner.
• Adaptability— Adapt to changes in the work environment, manage competing demands, and deal with frequent change, delays, or unexpected events.
• Dependability— Consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Safety and security— Observe safety and security procedures and use equipment and materials properly.

TECHNOLOGY REQUIREMENTS

• Proficient with Microsoft Office software (Word, Access, Excel, Power Point)
• Proficient with database management system: ShulCloud, AccuFund and maintenance

Minimum Education:
Bachelor’s degree.

POSITION SUMMARY

This position will play an essential role in Sinai Temple’s Finance Department as the primary person for cash distributions and as the point person for member payment plan contracts. We are seeking a highly organized and motivated individual with a passion for numbers and a customer service mindset. This individual will manage relationships with our vendors, ensuring smooth payable transactions. Additionally, this person will be on the front lines in providing service to our clients, offering and executing payment plan options for Temple's annual fees.

PRIMARY DUTIES

• 
  Payment Plan Coordinator

Provides customer service to our members by facilitating payment plans for annual fees, such as membership dues, Religious School tuition, and more.

• Review accounts and add billing items onto individual Members’ ACH Contracts (Includes any outstanding invoices from prior years).
• Execute ACH contracts with members including review of billing items e.g., Temple Dues, Religious School tuition, Bar Mitzvah, collect credit card information or voided check.
• Maintain an internal spreadsheet identifying members on payment plan and amounts to be collected per member each month.
• Input Payment Plan indicator for each Temple member’s account in ShulCloud system.
• Communicate to appropriate staff by way of TEAMS and/or shared documents of members on payment plans (For ticketing and/or tuition paid purposes).
• Contact families who default for collection in same month.
• Notify Director of Finance should payments continue to default (More than 2 consecutive months)
• Provide Member account details (Billings plus payments applied) when requested by staff and/or families.
• Follow up with each existing member on payment plan for new contracts for the following fiscal year’s billings. (Each ACH contract is good for one year. It is not automatically renewed.)

Manages processes of receiving, verifying, and reconciling invoices, including prepaid expenses. AP ACH, Online payments, and check printing to be performed weekly. Compile and maintain accounts payable records, including but not limited to AP ACH Contracts, vendor banking information, and vendor liability insurance.

• Establish and maintain effective relationships with outside vendors and employees.
• Creation of new vendor records when needed. Enter W9 information.
• Input properly approved and accurately coded disbursement requests into the accounts payable module in a timely and efficient manner.
• Identify and post prepaid expenses. Post Journal Entries to General Ledger to expense prepaid costs to the appropriate period.
• Verify math is correct on check requests and/or reimbursements. Verify receipts are legible. Verify wet signatures on all check/reimbursement requests.
• Collect and input W9 Information in AccuFund prior to release of payment.
• Prepare the Accounts Payable register for the Accounts Manager for review and approval of disbursement processing.
• Scan and upload images to individual bills in accounting software, including receipts for reimbursement.
• Post vendor invoices and prep for AP ACH transmittal. Input amounts owed to vendors on the JP Morgan Chase Bank website.
• Process stop payments, check voids/reversals.
• Prepare and file annual 1099 forms with vendors and the IRS.
• Prepare and upload the check register file for the JP Morgan Chase Bank Positive Pay Module weekly.
• Maintain and track the monthly recurring vendor spreadsheet. Monitor to avoid late payments.
• Be proactive in offering the AP ACH option to vendors. Collect signed Sinai Temple AP ACH Contracts.

Position Qualifications:

• Attention to Detail Proficiency, Excel skills, including VLookup
• Problem solving— identify and resolve problems in a timely manner, gather and analyze information skillfully.
• Understand prepaid expenses and operating fiscal years.
• Customer service— manage difficult client/customer situations, respond promptly to customer needs, solicit customer feedback to improve service, respond to requests for service and assistance, and meet commitments.
• Planning/organizing— prioritize and plan work activities and use time efficiently.
• Quality control— demonstrates accuracy and thoroughness, monitors own work to ensure quality, and applies feedback to improve performance.
• Quantity—meets productivity standards and completes work in a timely manner.
• Adaptability— Adapt to changes in the work environment, manage competing demands, and deal with frequent change, delays, or unexpected events.
• Dependability— Consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Safety and security— Observe safety and security procedures and use equipment and materials properly.

TECHNOLOGY REQUIREMENTS

• Proficient with Microsoft Office software (Word, Access, Excel, Power Point)
• Proficient with database management system: ShulCloud, AccuFund and maintenance

Minimum Education:
Bachelor’s degree.