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Business Office Associate

Business Office Associate

Germantown Academy, located in Fort Washington, Pennsylvania, is seeking qualified, experienced candidates for the position of Business Office Associate. This is a 12-month position which offers an excellent array of benefits and a highly competitive salary. The Academy, founded in 1759, is a non-sectarian, coeducational, college preparatory school of more than 1,200 students in Grades PK-12, located in the northwest suburbs of Philadelphia on a campus of 126 acres.

Candidates must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological and ethnic backgrounds.  At Germantown Academy, we are committed to creating a learning environment that is as diverse as the broader, global world of which we are a part.  We value this diversity because it makes us a stronger community, enriches our thinking, and helps us to develop our collaborative spirit.

Position Summary:  The Business Office Associate position reports to the Accounting Manager and will be a part of the Business Office Team.  This role will be responsible for a variety of accounting tasks included but not limited to accounts receivable of tuition and incidental expenses, billing, reconciliations, tuition and financial aid reporting, overdue accounts, bad debt, cash account reporting, and monthly general ledger postings.  In addition, the role will engage regularly with employees and families of Germantown Academy in regard to tuition and incidental expenses, payment plans, and general account queries.  The Business Office of Germantown Academy has recently begun an initiative to automate and uplift processes and procedures for a more modern, digital world.  The role will be required to engage in technology delivery and automation while managing regular responsibilities.

Regular Responsibilities:          

  1. Own and run the annual set-up of deposits, tuition, and incidental expense management in our billing system Veracross VC Pay.
  2. Prepare and post accounts receivable activities in Blackbaud Financial Edge, the accounting system of record.
  3. Manage and process the receipt of direct payments to the school including cash, checks, ACH transfers, Venmo, and PayPal.
  4. Build and run regular reconciliations across all accounts receivable processes and postings.
  5. Maintain an up-to-date report of students, their tuition, financial aid, remission, and write offs.
  6. Manage all queries from employees and families regarding accounts receivable and billing.
  7. Manage processes that have been documented in the school’s Overdue Account Guidelines.
  8. Build and run monthly reporting, metrics, and commentary for accounts receivable to be presented to the Chief Financial and Operating Officer, Head of School, and Finance Committee. 
  9. Assist with Gift accounting and reconciliation.
  10. Coordinate the annual enrollment process with the Admission Department.
  11. Provide support for Accounting Manager with end-of-year Audit preparation.
  12. Identify, initiate, and project manage process improvement and automation initiatives across all aspects of the role.
  13. Write and maintain accurate procedures for all primary responsibilities.
  14. Build and maintain relationships with the third-party vendors who provide technology systems supporting accounts receivable.

Ad-hoc Responsibilities

  1. Be able to provide coverage to other roles in the Business Office team when staff are out of the office on leave, including accounts payable, payroll, and the management of books and records.
  2. Support strategic technology initiatives of the Business Office including requirements gathering, procedure writing, testing, training, and implementation.
  3. Assist in grant applications offered by local and federal agencies.
  4. Assist the CFOO in ad-hoc requests as and when required.


  1. A bachelors or master’s degree in Finance, Accounting, Engineering, Mathematics, or a related quantitative field.
  2. Experience in an accounting or finance role is required.  Internships and co-op work experiences are appropriate for recent graduates.
  3. CPA accounting qualifications are strongly desired, but not required.
  4. Exceptional quantitative skills and advanced proficiency in Microsoft Excel.
  5. Strong computer skills are essential.  Excel VBA coding skills are a plus.
  6. Experience with Blackbaud or Veracross is a plus.
  7. Ability to communicate clearly, pleasantly, and appropriately with employees and families. 
  8. Highly detail oriented.
  9. Friendly, organized, diligent team player who is willing to take on new responsibilities.
  10. Ability to work independently and provide appropriate updates to your manager.
  11. Must demonstrate initiative.
  12. Must understand the need for strict confidentiality in all matters.
  13. Strong organizational skills and ability to multi-task is required.