Finance Operations Associate at Western… · Gillette

About the role

The Finance Operations Associate is the daily execution engine of our finance function. This role keeps the financial side of the Academy moving, from student financial aid and payment plans to vendor payments, housing accounts, and weekly reporting to our CFO. If you take pride in clean books, accurate records, and being the person leadership counts on for follow-through, this role is built for you.

This is a full-ownership role, not a support role. The right person takes initiative, follows through without reminders, and knows that detail-oriented financial work is what makes everything else possible.

What's In It For You

We invest in the people who keep our mission moving. As a member of our team, you'll receive:

• 100% employer-paid option for medical insurance,
• Dental, and vision coverage
• 100% employer-paid life insurance
• Paid time off and sick leave
• Short-term and long-term disability availability
• 401(k) retirement plan
• Hourly rate of $22.00 to $25.00 per hour, depending on experience
• • Estimated total annual compensation of $60,000 to $70,000- based on the standard schedule with overtime.
• Real growth runway with expanded responsibility and advancement opportunities within the Academy's finance function over time
• Mission-driven work environment where your contributions directly support students building life-changing careers

What You'll Do

CFO Operations Support

• Monitor daily cash position and deliver clear reporting to the CFO
• Produce weekly financial reports including contribution margin and enrollment revenue
• Support month-end close and bank reconciliation in QuickBooks Online
• Track compliance deadlines, vendor renewals, and internal reporting dashboards

Student Financial Aid and Payment Plan Management

• Verify student financial aid status and confirm funds are received before program start
• Process student refunds and monitor payment plan delinquency
• Execute drop and termination financial workflows per policy
• Complete multi-state payment plan compliance reporting on a monthly and annual basis
• Coordinate with the enrollment team on student lifecycle financial tasks including start date changes, graduation review, and departure processing

Accounts Payable, Accounts Receivable, and Housing

• Process accounts payable for the Academy and housing operations with accurate GL coding and on-time vendor payments
• Manage housing accounts receivable including cash and ACH collections, late fees, and QuickBooks account maintenance
• Process move-out forms, calculate deposit withholdings, and issue refunds for housing departures
• Handle bank deposits, incoming wire monitoring, and mail sorting for both entities

What You Bring

Required

• Two or more years of experience in accounting, finance operations, or AR/AP with demonstrated ownership of daily processes
• Hands-on QuickBooks Online proficiency
• Strong spreadsheet skills with exceptional attention to detail and accuracy
• Excellent communication skills; proactive, discreet, and comfortable working directly with senior leadership

Preferred

• Experience in for-profit education or enrollment-based revenue environments
• Multi-entity accounting background
• Familiarity with AI productivity tools
• Associate or bachelor's degree in accounting, finance, or business; equivalent experience considered

Schedule and Classification

• Schedule: Standard 50 hours per week, Monday through Friday
• • Overtime: Paid at time-and-a-half for all hours worked over 40 in a workweek
• Classification: Non-exempt
• Location: On-site in Gillette, Wyoming.

Working Conditions

Standard office environment. Ability to work on a computer for extended periods and handle light physical tasks including mail handling and document processing.