Business Office Manager

We are looking for a collaborative, effective and experienced professional to join our supportive and impactful team!
Working with the Controller, the Business Office Manager will oversee and manage all aspects of revenue collection, accounts receivable, collections, and payment policies and practices. This key position is responsible for ensuring the efficient operation of the business office, maintaining accurate financial records, managing customer accounts, and ensuring timely payments are received and processed. This position requires strong leadership skills, an effective understanding of standard financial processes, and the ability to develop and implement effective procedures to meet objectives, including the streamlining of collections and payment processes. 

Primary responsibilities include, and are not limited to:

Revenue Collection Management & Accounts Receivable includes overseeing the collection of payments from clients/customers in a timely and accurate manner; the use of multiple electronic systems for deposits, credit cards, refunds and EFTs, including the preparation and processing of monthly auto drafts in two CRM systems. Partnering with Accounting Manager to ensure cash & checks are accurately tracked and deposited. Monitoring and managing payment disputes, chargebacks, and returns to ensure timely resolution and collection of outstanding balances. Coordinating with customers to resolve any discrepancies or issues with invoices or payments. Leading/managing collections process, monitoring and managing aging reports, regular account reconciliations, account analysis, resolving discrepancies and collaborating with legal or collection are all essential responsibilities. 

Customer Relations includes providing exceptional customer service by promptly and professionally addressing internal and external colleague/customer inquiries regarding their accounts and payment status. Maintaining positive and professional relationships with customers, aiming to resolve issues while ensuring timely payments. Supporting Business Office staff & program teams on escalated participant issues or complaints. 

Payment Policies & Procedures includes developing, implementing, and enforcing payment policies to ensure consistent and efficient collection practices across the organization. Ensuring all appropriate staff members are trained and current on payment policies and collection procedures. Reviewing, updating and communicating payment policies to keep them aligned with industry best practices and regulatory standards. 

Scholarship Program Management includes coordinating with program departments to develop and implement scholarship program policies and guidelines to ensure consistent and equitable distribution of scholarships across organization. Overseeing the administration of the organization’s scholarship programs, including eligibility, application processing, and selection criteria.  

Reporting, Documentation and Analysis includes ensuring all documentation related to payments, collections, and customer accounts is accurate, complete, up-to-date and filed properly in support of organizational financial requirements, including audits.  Preparing and maintaining regular reports on accounts receivable, collections, and revenue performance for senior management and Finance team; leverage CRM dashboards as applicable for reporting and analysis.  Partnering with senior leadership, program teams, and Finance staff to forecast and track key account metrics. 

Team Leadership and Collaboration includes working closely with other departments (e.g. IT, Program Managers) to ensure alignment in revenue-related activities, including but not limited to the implementation of participant policies, program offerings, promotional activities, and contract requirements.  Becoming CRM finance super-user (in CampMinder and Traction Rec) and partner deeply with the IT team to leverage available technologies to streamline information flow regarding participant data, support better account management of all participants, and provide more actionable data for programming, marketing, and new business development.  Master learning new systems and procedures. Serving as a business office systems and procedural superuser, as well as an internal training resource when required. 

Standard Staff Expectations: 

• Actively create a welcoming dynamic that contributes to an environment where each individual is valued and respected. 

• Actively participate as an essential member of the Finance team.  

• Support JCC Greater Boston’s mission, vision, and values of belonging, joyfulness, collaboration and transformation, including through personal role modeling.  

• Participate in all staff meetings as assigned and contribute to overall organizational success. 

• Attend JCCGB All Staff meetings. 

• Other duties as assigned.   

Supervisory responsibilities include, and are not limited to:

• Manage a team of 2-3 staff members involved in revenue collection, accounts receivable processes, and finance administrative activities. 
• Uphold the policies of the organization and align work with the overall mission, vision and strategic objectives of the JCC; report to the Controller any related issues or support needs.

• Create/facilitate an environment where employees can achieve individual goals.  

• Build and maintain a positive working relationship to achieve desired outcomes and the ongoing professional growth of the direct report.   
• Identify key areas of staff growth, oversee progress of goals, and write and conduct performance reviews aligned with JCC standards and the expectations of JCC Performance Management program. 

This is a great chance to join JCC Greater Boston's respected and valued, people-orientated workplace of diverse community services providers, which is rapidly growing! 

The JCC is deeply committed to valuing and celebrating the uniqueness of each constituent. We welcome staff and participants from diverse backgrounds. While being proudly Jewish, we strive in every way to provide an open and welcoming setting for all, irrespective of personal practices, beliefs, or background. We are guided by JCC Greater Boston's core values: Belonging, Joyfulness, Collaboration, and Transformation, which we hope resonate with all.

This full-time, salaried position offers a comprehensive benefits package, a hybrid work environment and a competitive starting salary of $58,000 and $70,000 annually. The salary offered will ultimately be determined by relevant qualifications, experience, and JCC's internal equity.

To learn more about what makes JCC Greater Boston a wonderful place to work, please visit our careers page at https://www.bostonjcc.org/careers/

JCC Greater Boston is an equal opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, ancestry, veteran status, marital status, pregnancy, genetic information, or disability. In a continuing effort to maintain and enrich a diverse environment, we actively encourage applications from women and members of underrepresented groups.

Requirements

Education and Experience:  

• Requires a Bachelors Degree in Accounting, Finance, Business Administration, or a related field, and 3-5 years’ experience in accounts receivable, collections, or financial management. 

• Requires minimum 1 year experience supervising others. 

• Some customer service experience preferred. 

• Must have a strong understanding of financial reporting, payment policies, revenue cycle management, and financial regulations & compliance standards. 

• Must have strong computer skills: proficiency in accounting software, CRM software (Salesforce), and Microsoft Outlook, Word, Excel. 

Equivalent combination of education and experience may be substituted at the JCC’s discretion to meet this minimum hiring criteria. 

Skills and Abilities:   

• Displays outstanding project management skills from design to implementation, managing deadlines with great attention to detail and maintaining high quality standards. 

• Demonstrates excellent organizational and time management skills, and attention to detail. 

• Demonstrates excellent verbal and written communication and negotiation skills. Strong problem-solving skills to help resolve customer concerns or needs.  

• Demonstrates excellent analytical skills for analyzing account management data including AR, financial metrics, program participation, and participant trends.  

• Demonstrates the ability to multitask and manage situations effectively and diplomatically; ability to adapt to evolving needs and circumstances.  

• Demonstrates a strong attention to detail, analytical abilities, and problem-solving skills.  

• Must be a self-starter who takes the initiative. Must be able to work independently and manage multiple tasks effectively.  

• Demonstrates a history of superb interpersonal and active listening skills. 

• Must have a record of successfully working well independently and with others, building/sustaining collaborative working relationships.  

• Demonstrates a commitment to building strong relationships with a variety of stakeholders. 

• Demonstrates leadership experience and the ability to manage a team. 

• Superior staff management skills to support a team handling a wide range of responsibilities. 

• Demonstrates strong working knowledge of data mining. 

• Strong understanding of general database operations, adept at learning new technology and systems, and skills in data visualization and report presentation. 

• Actively displays outstanding skills as both a team member and a team leader.  

• Requires strong customer service and communication skills 

Physical Requirements:  Able to work well in a busy, dynamic and sometimes noisy environment involving multiple tasks and priorities. Able to lift and carry objects weighing at 30-40 pounds (boxes of supplies). Able to sit and kneel. This position is a hybrid position; some administrative duties may be effectively executed remotely while others require an in-office presence.  

ADA Statement: Individuals must possess these criteria for knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation and using some other combination of skills and abilities.

Benefits

In addition to a rewarding career within our supportive, professional, mission-driven, values-driven, and family-centric environment, JCC Greater Boston proudly offers full-time employees a comprehensive and competitive benefits package that includes:

• Competitive cost-sharing Health and Dental Insurance
• JCC Sponsored/Paid Health Deductible Reimbursement Account
• JCC Sponsored/Fully Paid Group Life Insurance/LTD Coverage
• Generous paid time off supporting a quality work-life balance
• Tax-deferred 403(b) retirement savings plan and ROTH contribution options
• Voluntary Supplemental Vision Insurance
• Additional Voluntary Supplemental Life/ADD coverage for you and your family
• AbilityAssist Employee Assistance Program (EAP)
• Norton Cyber Security Program
• LegalEase Insurance program

JCCGB Perks! This position is eligible for a free individual membership to JCC Greater Boston's top class fitness, recreation and wellness facility in Newton – offering virtual and in-person programs including indoor swimming, many fitness classes, and workout facilities, as well as discounts to many JCCGB events, classes, outdoor pool, and more! Complimentary individual membership includes: 

• Use of the Fitness Center at Leventhal-Sidman
• Access to group fit classes, Arts & Culture adult programming at member rates,
• Discounts on a variety JCCGB's fitness/wellness programs and services
• Free wellness events!
• Discounted child care at JCCGB Early Learning Centers and after-school program
• Discounted JCCGB camp tuition

Benefits are subject to review and change by the Organization, and plan documents are the primary determinant.

A Great Place to Work! JCC Greater Boston is consciously evolving as a great place to work! In our recent 2023 employee engagement survey, at least 88% of our staff gave us top ratings on:

• Supportive colleagues
• Team camaraderie
• How their managers treat them
• Individual autonomy
• Knowing what their work contributes to and how it impacts others
• Pride in working for the JCC
• Program and service quality
• Holding ourselves accountable    

Our staff and leadership bring experience, excellence, and commitment to everything we offer and we are dedicated to a culture where all our employees may thrive. Our culture is built on our values, driven by our mission, and nurtured through the expert contributions of our professionals.