Accounts receivable coordinator

Part-Time Accounts Receivable Coordinator

Do you want to play a key role in supporting a mission-driven organization dedicated to advancing excellence in the PA education community? As our part-time Accounts Receivable Coordinator, you’ll help manage invoicing, collections, and record-keeping processes that keep our operations running smoothly, supporting a culture of accuracy, accountability, and collaboration.

The part-time Accounts Receivable Coordinator is responsible for accurately and timely recording, reconciling, and reporting all incoming payments to the organization. This role ensures that revenue data is captured across multiple systems, supports financial reporting accuracy, and works directly with members and internal teams to address billing, invoicing, and payment-related questions. The role is essential to maintaining the integrity of the organization’s financial records and delivering high-quality service to members and stakeholders.

Please include your resume and a cover letter when applying for this position.

This position may be exposed to sensitive and confidential information daily, this individual is responsible for maintaining the confidentiality that knowledge of such warrants. In this position, employees must respect and protect the privacy, confidentiality, and security of all personal information to which they have access in the performance of their duties for PAEA, in accordance with PAEA’s Privacy Policy and the PAEA Employee Handbook that all employees must sign.

Specific Responsibilities:

Accounts Receivable Operations

• Manages the full accounts receivable (A/R) function, ensuring timely receipt of funds and accuracy of records including various trackers.
• Process payments from members and external sources (checks, ACH, credit cards) across multiple systems.
• Prepares all cash receipts and maintains the Finance Team’s Master Check/ACH log.
• Prepares journal entries for all revenue streams and services.
• Reconciles weekly cash receipts and performs monthly revenue reconciliations between multiple systems including: Salesforce, Cvent, external systems and the general ledger.

Member and Customer Support

• Sends invoices to members and clients, supports inquiries regarding billing, and assists with purchase orders (POs) and remittance documentation.
• Verifies PO details and releases exams as needed.
• Evaluates past due accounts, conducts outreach, and ensures timely collections.
• Maintains customer files and payment records across financial systems.

Financial Coordination and Operations

• Assists with month-end close procedures and creates journal entries as needed.
• Reviews Salesforce reports for accuracy and ensures proper reconciliation of data.
• Investigates and resolves account discrepancies in collaboration with internal teams and external stakeholders.
• Supports the completion of ACH and vendor setup forms, provides W-9s, and manages vendor relationships for payment processing.
• Prepares financial documentation for year-end audits and serves as a liaison for finance-related inquiries.

Collaboration and Cross-Functional Support

• Serves as a primary contact for staff across all departments by answering questions related to invoices, payments, and revenue, ensuring that colleagues receive accurate and timely information to support program and financial decision-making.
• Serves as a backup for Accounts Payable functions as needed.

Other Duties

The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.

Required Qualifications, Knowledge, Skills, and Abilities

• 3 years of experience in accounts receivable, bookkeeping, or general accounting.
• Proficiency in Microsoft Excel and experience with accounting software and financial systems.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Excellent communication and interpersonal skills, including with non-financial audiences.
• Experience handling confidential information with discretion and professionalism.

Preferred Qualifications, Knowledge, Skills, and Abilities

• Experience with Salesforce, Intacct, or similar systems.
• Familiarity with nonprofit financial operations.
• Prior experience in association environments.

ADA Specifications

Must be able to perform essential duties satisfactorily with reasonable accommodation.

Work Environment

Fully remote position.

Travel Requirements

Periodic travel will be required for this role to all-staff meetings, PAEA events, and/or professional development opportunities.

Work Environment & Benefits

This position is remote, with no in-office presence required.

This is a part-time position for 25 hours / week paid hourly. The hours will need to be worked within our core business hours of 9 AM – 5 PM ET, Monday- Friday.

The hourly range for this position is $27.00-$31.00/hour. The benefits package includes monthly wellness stipend, a 403(b)-retirement plan with an 8% employer contribution, pro-rated PTO accrual and holidays, professional development funding and tuition assistance. This position is not eligible for health insurance benefits.

Work Authorization or Security Clearance Requirements

The individual in this position must be authorized to work in the United States.

Fairness and Accessibility

PAEA is committed to fairness and accessibility in all areas of its business activities, including employment, management, procurement and contracting. As such, it is the policy of PAEA to afford equal opportunity in employment and contracting without regard to race, color, national origin, sex, religious preference, age, sexual orientation, genetic information, gender identity, status as a parent, disability, veteran or any other status protected by applicable US law.