Job Details

Payments Reconciliation Specialist

Finalsite gives K-12 schools and districts one connected suite for their websites, communications, enrollment and payments, used by about 7,000 districts and schools. As that suite comes together, our largest district clients need their payment records to tie out to their accounting systems every day, and we are building a small reconciliation team to make sure they do. We are hiring Payments Reconciliation Specialists on contract to do the daily work: following written procedures, working in Excel and a few web portals, and getting each file right before it goes out. You report to the Payments Reconciliation Lead. The role is tied to a defined program and is filled through a US staffing partner or an offshore vendor.

100% Remote - Anywhere within the US

Responsibilities

• Chargeback Intake: Pick up each chargeback notice from Operations and log it the same day.
• Order Lookup: Find each affected order in the Web Store portal. A charged-back order can still show as successful, so work from the notice, not the status.
• Line-Item Reconstruction: List every item on the order and capture the account or GL code from Inventory, the payment ID, the dollar amount and the sales tax, in the same layout as the district's settlement file.
• Fix File: Build the correction file, broken into the right accounting lines with sales tax, and format it to the district's ERP import (Munis, for example).
• Settlement Tie-Out: Reconcile the orders and the fix-file detail back to the single aggregated chargeback deduction on the settlement statement. It has to match to the cent.
• Related Notices: Prepare the daily file of delayed or unfunded transactions, and of disputes and NSF returns, for each of your clients.
• Quality Check: Run the runbook checklist, then hand your work to the Lead for review. Nothing goes out without a second set of eyes until the Lead lifts that rule for you.
• Delivery: After review, send the file to the client's Customer Success Manager, who passes it to the district. You never contact a district directly.
• Escalation: Raise it with the Lead when a SKU has no account code or two of them, when you cannot find an order, when a chargeback is partial, when anything does not tie, when a tax question comes up, or when a runbook step fails or does not cover the request. Never change a template or skip a check on your own.
• Automation Input: Keep a running note of what is slow or awkward. You will be asked what should be automated.

Qualifications and Skills

• 2+ years of hands-on work in cash application, accounts receivable or payable, bank reconciliation, merchant services or payment processor operations, or bookkeeping for a business with card sales.
• Experience tying detail to a total: many items to one deposit, statement line or batch, and working the differences rather than just flagging them.
• Excel: XLOOKUP or VLOOKUP, SUMIFS, pivot tables, text-to-columns, saving a clean CSV.
• Ability to follow a written procedure exactly, and to say so when a step does not work.
• Accuracy under a daily deadline, and the habit of keeping a log without being asked.
• Clear written English, for short notes that go to districts under the Lead's name.
• Chargebacks, disputes or NSF returns from the merchant side are a plus.
• An ERP import or export (Munis, Skyward, QuickBooks, NetSuite) is a plus.
• A payment processor portal or settlement statement is a plus.
• School district, municipal or nonprofit finance is a plus.
• Not required: an accounting degree, a CPA, coding, or any product or engineering background.

Residency Requirement

Finalsite offers 100% fully remote employment opportunities, however, these opportunities are limited to permanent residents of the United States. Current residency, as well as continued residency, within the United States is required to obtain (and retain) employment with Finalsite.

Disclosures

Finalsite is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. EEO is the Law. If you have a disability or special need that requires accommodation, please contact Finalsite's People Operations Team. Finalsite is committed to the full inclusion of all qualified individuals. As part of this commitment, Finalsite will ensure that persons with disabilities or special needs are provided a reasonable accommodation. Ensure your Finalsite job offer is legitimate and don't fall victim to fraud. Ask your recruiter for a phone call or other type of verbal communication and ensure all email correspondence is from a finalsite.com email address. For added security, where possible, apply through our company website at finalsite.com/jobs.