POSITION TITLE: Full Charge School Bookkeeper REPORTS TO: School Principal
I. POSITION PURPOSE
Provide bookkeeping support for parish and school ministries, in accordance with Archdiocesan administration and finance policies and procedures. Collaborate with parish and school staff in establishing and adhering to said policy and procedure. School accounting functions work in conjunction with parish accounting functions to provide seamless reporting to PAA, Principal, Finance Council and Archdiocese.
II. MAJOR DUTIES AND RESPONSIBILITIES
A. Data entry of financial information into Finalsite system, including drafting contracts,
receiving payments, tracking tuition and fees. Specific duties and timeline are highest priority
as these duties must be segregated from other Finalsite functions to establish best practices and avoid critical financial risk to the school.
B. Maintain and manage parent financial information in Finalsite on a regular basis.
C. Monitor and track financial aid outside of Finalsite as it currently functions. The financialaid committee provides financial aid distribution details to be administered. Maintain strictconfidentiality on all financial aid matters.
D. Prepare and approve bi-weekly school staff payroll in conjunction with the principal. Work withParish HR/Payroll Specialist and Archdiocesan payroll services to verify the accuracy of the school portion of the payroll submission and approval as it currently functions. Serves as backup to Parish HR/Payroll Specialist for payroll processing.
E. Prepare and enter school deposits into QuickBooks. Responsible for cash deposits, scanningchecks and related reporting. Provides reports to parish for monthly checking reconciliation.
Responsible for, but not limited to ACH deposits for: Finalsite, Scrip, MealTime Online,ProCare, Amazon Smile, and State of WA OFM.
F. Prepare and enter school payables in QuickBooks. Print and secure reports necessary for tracking
school expenses. To maintain segregation of duties and best practices, distribution, printing and mailing of school checks to be processed by parish accounting department. Assure accurate coding of payables in regards to school budget GL account numbers.
G. Maintain and reconcile petty cash in the same manner as parish petty cash. Cash is secured and reconciled regularly.
H. Reconcile principals monthly credit card expenses. Verify and collect receipts regularly, reviewstaff access, utilize best practices and good stewardship of school resources and view online creditcard information to monitor charges and credit limits.
I. Provide financial support for other school departments, including but not limited to: CYO, PTO, Preschooland Development. Create reports from QuickBooks that will help track revenue and expenses forthese departments. Report errors to PAA or parish accounting office for correction. Assist DevelopmentDirector, PAA and parish accounting department in tracking restricted school funds.
J. Monitor and assist with physical scrip reconciliation. Assist scrip coordinator with locatingreconciliation discrepancies and following established Archdiocesan policy.
K. Track classroom activity spending as per established process and good stewardship of schoolresources.
L. Establish and maintain a supply order process that utilizes best practices and good stewardship ofschool resources. Support school administrative assistant to order office supplies from Amazon, Office Depot, etc.
M. Assist parish Human Resources with the onboarding of substitute teachers. Provide support, training and follow-up with substitute teachers using the Paycom system.
N. Assists parish accounting as needed with accounting tasks as necessary.
O. Other duties as assigned.
ESSENTIAL QUALIFICATIONS
- Proficient experience with QuickBooks
- Solid understanding of basic bookkeeping and accounting principles.
- Proficient experience with Office 365 including Excel Spreadsheets
- Superior organizational skills with attention to detail
- Willingness to learn new skills & solve problems
- Enjoy working with others individually or in a team environment
- Critical thinking skills
- Comfortable updating management as requested
- Cooperative and collaborative
- Take pride in quality of work and be precision-focused
Any offered salary is determined based on internal equity, internal salary ranges, market data, applicants skills and prior relevant experience, certain degrees and certifications.
Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.
