Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

Opportunities at Archbishop Quigley Center / Cardinal Meyer Center / Other Pastoral Center Departments

Posted 9/13/2021

Job Title:

Accounts Receivable Specialist


University of St. Mary of The Lake




Full time



The accounts receivable specialist is responsible for the daily deposit of cash receipts received by the University of St. Mary of the Lake/Mundelein Seminary.  The position reports directly to the Accounting Manager and is an essential player in representing the Finance Office in daily correspondence with the Conference Center office and Institutes.  The position requires excellent inter-personal skills and bilingual in English and Spanish as this person may field calls from faculty, university staff members and outside customers or students of the University.

Essential Job Functions:

  • Process all invoices for tuition, room and board, fees, language fees for all students of the university including Seminary, Doctor of Ministry, STL and Institutes which includes third party billing to parish or diocese. Process all conference center and institute invoices.
  • Process invoices for additional services, counseling and books for all seminarians to the diocese.
  • Prepare accounting journals and balancing of all billing from SIS (SONIS) to accouitng general ledger on a daily basis.
  • Process Conference Center invoices in general ledger AR and collect deposits for events.
  • Process all accounts receivable cash receipts including checks and credit card payments on general ledger system AR and SONIS. Process cash receipts batches in general ledger AR for money applied to SONIS.
  • Update and maintain daily, weekly, monthly, yearly reports as needed.
  • Work closely with assistant registrar to ensure two systems are in balance.
  • Collect monies from outstanding Seminary, Conference Center and institutes open invoices either by calling personally and/or sending documentation
  • Entering any SONIS information as directed by all institute’s directors/registrar.
  • Prepare, distribute and file 1098T forms for any University students based IRS Current regulations.
  • Assist Accounting Manager with budgets, financials and various Excel spreadsheet data processing.
  • Back-up for Administrative Assistance as volume of work increases (vacation schedules) which includes filing, shredding and ordering supplies.
  • Back-up for Staff Account as volume of work increases (vacation schedules) which includes accounts payables and general ledger entries or transaction entires.
  • Process and maintain all health insurance for students. Keeping up-to-date progress on payments that are past due.

Performance Expectations:

The primary objective of the position is to assure the receipts of the University are properly secured and accounted for in a timely fashion. After the primary objective is met the position is responsible for assisting staff and students in business office transactions along with assisting the Accounting Manager with various financial reports and fulfill other duties as requested.


Education and Experience – An equivalent combination of education, training and experience will be considered.

  • Highschool graduate; some college level coursework
  • Extensive knowledge of Microsoft Word, Excel, Accounting Programs and Outlook
  • Multi-task, detail oriented and fast learner
  • Warm, hospitable, personable
  • 1 – 3 years experience.

Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those associated with this position.

  • Bilingual English and spanish is required.
  • The ability to understand USML goals and recommend new approaches, policies, and procedures to impact long-term processes positively.
  • The ability to work independently with good time management skills and attention to detail.
  • The ability to manage multiple priorities simultaneously; orientated on the quality of results against the expectation and financial constraints.
  • Consistently tries to do his/her best in all personal and professional behaviors, acting uprightly and responsibly.
  • Demonstrate excellent written and verbal communication skills.
  • Uncompromising internal and external customer service focus; possesses outstanding organization.
  • Continuously attempts to grow and improve in personal qualities and professional performance.
  • Listens attentively and patiently to what others have to say.
  • Effectively champions the University’s commitment to teamwork among co-workers, supporters, grantees, suppliers and all other constituents with whom they become engaged.
  • Ensures compliance with all university policies and standards.
  • Work under pressure, critically think proactively and meet established goals and objectives.
  • The capacity to control emotions and maintain composure under stress, using tact and good judgment.
  • A commitment to the belief that all people have the right to dignity, respect, opportunity and full community inclusion.
  • Neat and professional in appearance.
  • An active team player in a changing environment; includes working with all levels of personnel.

Work Environment – Environmental conditions commonly associated with the performance of the functions of this job.

  • General office conditions, university conditions. Exposed to moderate noise levels.

Physical Abilities that are commonly associated with the performance of the functions of this job.  The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
  • This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
  • Ability to routinely ascend two to four sets of steps.


If you are interested in being considered for this opening, please visit the list of open positions on AppliTrack. Please complete a letter of interest, a profile, or submit your resume.

Thank you for your interest in the Archdiocese of Chicago.

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