St. Augustine Catholic School Job Description Hours 8-1, MWF Position Title: Bookkeeper F.I.S.A.: Non-exempt Reports to: Principal Terms of Employment: 156 days part-time, approximately 3 days per week, 5 hours per day. General Summary of the Position: The school bookkeeper provides clerical support to the Principal and Pastor. This position works in collaboration with the School Accountant in performing various duties related to the processing of receivables, payables, payroll, and related reporting, as well as, the proper maintenance of accounting records. Essential Duties and Responsibilities of the Position: Cash Receipts and Receivables: 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 submits to Accountant for posting. Maintains deposit records and files. Manages FACTS/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: 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 processing by Principal. Receives processed and signed vendor 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: 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. Manages employee family benefits. Files school copies of payroll reports. Other Duties: Maintains accounting records and files. Assists Principal and School Accountant as needed. Covers administrative assistant duties when necessary. Position Requirements Must possess strong communication skills. Bilingual in English and Spanish. Must possess a positive attitude, and 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 bookkeeping. 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. Must possess an 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 accepted accounting 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. Must possess excellent communication skills. Position Requirements: Education and Experience: Must have a minimum of a high school education, some college preferred. Must have three to five years’ experience in bookkeeping. Three to five years’ experience working in an office setting and/or in customer service desired. Experience using QuickBooks software is strongly desired.
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