______________________ Catholic School
Job Description – School Accountant
Position Title: School Accountant/Business Manager
Reports to: Principal
Terms of Employment: Full Time- 7:30am - 4:00pm Monday - Friday.
General Summary of the Position: The school accountant provides support to the
Principal and Pastor. This position performs duties related to the processing of
receivables, payables, payroll, and related financial reporting, as well as, the
proper maintenance of accounting records. This position provides the diocese with
required reports and attends diocesan business manager and school accountants
meetings.
Essential Duties and Responsibilities of the Position:
Cash Receipts and Receivables:
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Tracks all cash and/or checks received in QuickBooks.
Tracks outstanding receivables (particularly tuition), provides monthly
report to principal containing list of families with outstanding
balances.
Endorses checks and prepares deposit for Principal’s review and
approval.
Makes file copy of all deposit items and posts same to QuickBooks.
Maintains deposit records and files.
Manages FACTS Tuition and incidental billing accounts, collections,
and related QuickBooks interface; reconciles accounts receivable
balances in FACTS to accounts receivable balances in QuickBooks.
Makes monthly phone calls to families with past due balances;
maintains a collection call log including date and response.
Runs credit card settlement each day and reconciles to credit card
receipt book.
Cash Disbursements:
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Matches packing slips and supporting documents to invoices/check
requests and organizes same for Principal’s approval/account coding.
Reconciles, researches, and resolves any accuracy/legitimacy issues
with vendors as per Principal’s instructions.
Enters approved/coded invoices into QuickBooks for weekly bill
payment processing.
Processes bill payment checks and submits same to Principal for final
approval and signature; receives signed checks from Principal and
prepares checks for mailing and/or distribution.
Files paid bills and maintains vendor files.
Obtains completed W-9 forms from vendors where applicable;
updates vendor record in QuickBooks for 1099 purposes.
Reconciles and prepares annual 1099 forms for review, approval, and
filing with the IRS.
Payroll/Benefits Management:
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Tracks employee attendance and personnel changes, provides to
principal for approval, and submits approved changes to payroll
processor.
Compiles and verifies payroll information and data entry for substitute
teachers and hourly staff.
Makes necessary payroll adjustments regarding pay, benefits,
deductions, etc.
Processes payroll twice a month using system required by Diocese,
currently, PayChoice.
Reconciles employee retirement contributions each payroll.
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Manages employee family benefits.
Files school copies of payroll reports.
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Other Duties:
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Performs month-end and year-end general ledger review, account
reconciliations, and period close.
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Performs budget to actual variance analysis on a monthly basis and
provides feedback of same to Principal and/or Pastor.
Prepares and provides interim financial reports as needed on a
monthly, quarterly, or other basis as required by the Principal, Pastor,
School Advisory Council, and Diocese.
Coordinates with external auditors in preparation for and completion of
the annual audit/agreed upon procedures review; follows up on auditor
recommendations.
Assists in budget process including preparation of supporting
documents; enters final budgets into QuickBooks.
Maintains accounting records and files.
Attends school finance committee meetings, budget preparation
meetings, and other meetings as required by Principal and/or Pastor.
Covers administrative assistant duties when necessary.
Performs any other duties that may arise as required by Principal
and/or Pastor.
Position Requirements – General:
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Must possess strong communication skills.
Must possess a positive attitude, ability to relate well to others, and work as
a team member.
Must possess a basic understanding and the skills necessary for all areas of
accounting.
Must possess good math and calculation skills.
Must possess an ability to organize and coordinate workflows.
Must possess an ability to analyze a problem and find the appropriate
solution.
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Must possess ability to effectively present information and respond to
questions.
Must be proficient with Microsoft Office applications, especially Excel, Word,
and Outlook.
Must possess a general knowledge of generally accepted accounting
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principles.
Must possess ability to multi-task and switch focus at a moment’s notice.
Must possess an ability to maintain confidentiality in all areas of work.
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Position Requirements – Education and Experience:
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Bachelor’s degree in accounting preferred OR comparable experience in
full-charge bookkeeping.