Notre Dame High School
Business Manager - Bookkeeper
Job Description
Reports To: Notre Dame High School Principal (primary)
Diocese of Monterey School Accounting Manager (secondary)
Position Summary
The school Business Manager - Bookkeeper is responsible for ensuring effective, efficient and accurate financial and administrative operations of the school.
The Business Manager accomplishes this by providing financial, administrative and clerical services, which include:
· Preparing and overseeing the school’s annual operating budget
· Overseeing the administration of the school’s FACTS systems
o Student Information Suite
o Financial Management Suite (including Advanced Accounting)
o Ensure FACTS month end reports are completed and reconciled
· Overseeing the collection and record keeping of tuition accounts receivable and the strict implementation of the school’s tuition collection policies
o Maintaining constant (monthly) communications with all families in arrears
o Assigning bad debt accounts to the school’s collection agency
· Overseeing the preparation and reporting of the school’s monthly financial statements using QuickBooks Desktop
· Processing and recording school payments and expenditures
· Overseeing human resource policies and records and processing school payrolls
Providing these services in an effective and efficient manner will ensure that school finances are accurate and up to date, that employees are paid in a timely and appropriate manner and that vendors and suppliers are paid within established time limits.
School Budget Responsibilities
Prepare and oversee the school’s annual operating budget
· Assist the principal in preparing the school’s operating budget as required
o Develop subsidiary schedules to substantiate budget expenses
§ School Basic Assumptions Worksheets
§ Salaries & Benefits schedule (including school salary scale)
§ Capital Purchases schedule
· Input the school’s operating budget into QuickBooks Desktop
· Monitor the school budget and identify and report changes / discrepancies
Financial Statements Preparation Responsibilities
Oversee the preparation of the school’s monthly financial statements
· Prepare monthly and annual financial statements for review by the principal, school finance committee / advisory board, and the Department of Catholic Schools
o Present financial statements at school board meetings
· Preparation of monthly reconciliation of bank statements, and all credit card deposits activity
· Maintain accurate schedule of Fixed Assets and book monthly depreciation expense
· Maintain a filing system for all financial documents and records
School Payments and Expenditures Responsibilities
Perform the day-to-day processing of accounts payable transactions to ensure that school finances are maintained in an effective, up to date and accurate manner
· Receive and verify invoices for payment
· Verify that transactions comply with financial policies and procedures
· Coordinate approval of invoices and payment of school checks for mailing
· Maintain vendor records and record all checks in QuickBooks Online
· Reconcile all school credit cards for payment processing and ensure that receipts are turned in for every credit card purchase
· Preparation of annual 1099 report to the Diocese Finance office
Human Resource and Payroll Processing Responsibilities
Oversee human resource payroll functions to ensure employees are accurately paid
· Establish and maintain confidential classified employee files
· Oversee the coordination of employee benefits, (health insurance, pension)
· Calculate salaries and benefits and maintain the salary budget schedule
· Verify pay amounts, hours of work, and deductions for payroll processing
· Maintain payroll timesheets
· Provide Data entry of payroll information for payroll processing
· Coordinate with Diocesan payroll office to process school payrolls
Tuition Accounts Receivable Responsibilities
Oversee tuition monitoring and collections procedures to maintain school cash flows
· Maintain all student information and enter all charges / payments / financial aid into tuition FACTS management software
· Assist with the implementation of the tuition assistance program
· Prepare deposits and ensure funds received in the school office are deposited in a timely manner
· Oversee collection of family tuition accounts and ensure the school’s tuition policies are strictly tracked
Miscellaneous Finance and Administration Responsibilities
Provide administrative support to help ensure effective and efficient office operations
· Oversee school technology purchases including computers, printers, copiers and software
· Oversee facility and fixture purchases, repairs and renovations in accordance with Diocesan guidelines
· Oversee the ordering of all office and school supplies as needed
· Oversee the ordering of textbooks, office and classroom supplies as needed
· Perform all additional duties as assigned by the principal.
MUST HONOR AND MAINTAIN A STRICT LEVEL OF CONFIDENTIALITY
Job Type: Full-time
Pay: $64,000.00 - $66,500.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Office: 1 year (Preferred)
- Administrative experience: 1 year (Preferred)
Ability to Commute:
- Salinas, CA 93901 (Preferred)
Ability to Relocate:
- Salinas, CA 93901: Relocate before starting work (Required)
Work Location: In person