Holy Family School
South Pasadena, CA
Reports to: Principal, with dotted line reporting to Parish Business Manager
The primary purpose of this position is to perform bookkeeping functions for Holy Family School, including the payment of bills; the processing of incoming cash; the processing of payroll, the maintenance of financial records such as monthly financial statements and tuition records; the preparation of annual budgets; ensuring compliance with government reporting requirements.
Major Position Responsibilities
The School Bookkeeper position is a key position that ensures the proper handling and reporting of financial activities associated with the School. This is a 30 to 40 hour non-exempt position.
Accounts Payable Duties and Related Responsibilities:
- Accounts Payable Functions
- Develop, maintain and upgrade all financial files on a yearly basis using the computer program in use by the school.
- Pay all bills in a timely manner and properly maintain records of said payments.
- Facilitate the input of ADP payroll reports into Quickbooks.
- Facilitate the online account and payment for School 403b through Lincoln Life.
- Process all property tax bills on a biannual basis.
- Financial Reporting
- Evaluate financial records and report to the Principal as needed to facilitate cash flow and budget planning.
- Develop and present to Principal, Parent Guild Treasurer, School Board Finance Advisor all financial reports, under the dotted line direction of the Parish Business Manager.
- Provide budget information on individual accounts as requested by faculty, staff or principal.
- Provide information and assist Principal and School Board Financial Advisor in the planning and maintenance of the budget for each school year, with the dotted line guidance of the Parish Business Manager.
- Complete and submit Annual Report to the Archdiocese on a yearly basis, after review by the Parish Business Manager.
- Process and distribute 1099’s by January 31, and submit 1096 to the IRS by the end of February.
3 Accounts Receivable and Other Cash Receipt Functions
- Develop, maintain and upgrade all family tuition files on a yearly basis using the computer program in use by the School. Coordinate and reconcile all of these family files with the SMART Tuition program.
- Maintain SMART Program and facilitate roll-over each year with deletion of old families and addition of new families as necessary.
- Evaluate family tuition records from SMART on a monthly basis and report to the Principal all past due or non-sufficient fund situations.
- Coordinate the collection of various fees on Smart for the following: School registration and book fees, Time Well Spent, Hot Lunch, Parent Guild, sports fees, drama program, auction tickets, etc.
- Reconcile Smart Tuition payments, verifying that tuition and various fees are allocated properly.
- Record and deposit all monies coming directly into the School. Process bank deposits and monitor bank balances. Maintain all records in Bookkeeper’s office.
- Record and process all non-sufficient fund or Stop Payment checks for quick recovery of funds.
- Develop and present all financial reports on a monthly basis regarding monies deposited to the Principal, School Board and Parish Finance Council. Maintain records of these reports in Bookkeeper’s files.
- At end of the fiscal year, follow procedures developed to file and store all financial records and supporting documents, using as a guideline the record retention schedule provided by the Archdiocese.
- Meet with the Principal and/or the Parish Business Manager as needed on all financial matters.
- Perform other functions as required by the Principal or the Parish Finance Council.
4 Payroll Processing
- Verify hourly and annual earnings and calculate payroll deductions.
- Prepare and collect time sheets and enter regular, vacation and sick hours into ADP Vantage. Review payroll register before finalizing payroll.
- Reconcile payroll between departments and enter into Quickbooks.
- Maintain payroll records.
- College graduation or equivalent preferred, with major in Business Administration, Finance, or Accounting.
- Good communication and organizational skills.
- Three to five years accounting or bookkeeping experience.
- Computer skills (Microsoft Word and Excel) and knowledge of accounting systems required, particularly Quickbooks.
- Working knowledge of parish and Archdiocesan procedures and policies preferred.
- Knowledge and understanding of the Catholic Church and its mission required.