Bookkeeper & Office Coordinator

Job Description

Title: Bookkeeper & Office Coordinator

Reports To: Director of Operations (DOO)

Category: Full Time

Status: Exempt

Location: On-site *this is not a remote position

Application Timeline: Applications are accepted on an ongoing basis until the position is filled.

Start Date: As soon as possible

Job Purpose: 

Working under the direction of the Director of Operations, the full-time Bookkeeper & Office Coordinator performs Colorado Christian Academy’s (CCA’s) day-to-day bookkeeping and accounting operations, ensuring financial records are prepared in a timely, accurate, and GAAP-compliant manner. The role also supports the school’s human resources and general office functions. Key functional areas include bookkeeping, general accounting, financial reporting support, cash management, student accounts, donor gift processing, curriculum and materials procurement, human resources administration, office support, and grant administration. The Bookkeeper & Office Coordinator partners closely with the Director of Operations, who retains responsibility for high-level financial strategy and budget management.

Duties:

• Bookkeeping: Enters all CCA financial activities into QuickBooks in a timely and accurate manner each week, coding entries with the proper general ledger information. Adheres to CCA’s record retention policy and procedures.
• General Accounting (Accounts Payable & Receivable): Maintains general and subsidiary ledgers, manages the chart of accounts, and administers accounts payable and receivable. Accounts payable includes entering invoices into QuickBooks, coding invoices and credit card statements to the proper general ledger accounts, ensuring credit card receipts are retained, and paying bills in a timely manner. Accounts receivable includes monitoring and collecting incoming payments and applying them to the corresponding family accounts. Processes staff expense reimbursements and supports month-end and year-end close. Assists with the annual audit by preparing required working papers, providing supporting documentation, and drafting GAAP financial statements under the direction of the Director of Operations.
• Financial Reporting Support: Prepares monthly and year-end financial statements and compiles supporting data for Finance Committee review. Identifies and flags routine trends or anomalies to the Director of Operations, who leads Committee-level analysis and recommendations. Supports external auditors and ensures proper accounting procedures are followed.
• Cash & Treasury Operations: Prepares bank deposits, tracks and applies incoming payments to the correct accounts, processes cash receipt entries and cash disbursements, and supports payroll processing. Completes weekly and monthly bank reconciliations, reconciles and monitors credit card payments, researches and corrects any banking discrepancies, and prepares short-term cash flow reports for the Director of Operations. Serves as a backup liaison with banks and financial auditors.
• Student Accounts & Collections: Processes student billing through the tuition management system (Veracross), monitors accounts receivable, and follows up on past-due balances in partnership with the Director of Operations. Inputs and audits Veracross data to ensure the timely and correct processing of enrollment deposits, tuition and ancillary invoices, late fees, and disenrollments. Coordinates delinquent accounts for collections, including submission of bad debt to third-party collections when appropriate, and maintains accurate records of all billing and collection activity.
• Budget Support: Assists the Director of Operations and Finance Committee with budget preparation, development, and monitoring; programs approved budgets into the accounting system; performs departmental data pulls; and produces monthly budget-to-actual variance reports for Finance Committee review. Processes regular financial reports for the Director of Operations to maintain visibility into cash flow, budgeting, and other vital financial matters.
• Financial Controls & Compliance: Strictly adheres to CCA’s financial controls per the board-approved Finance and Accounting Policies and Procedures (FAPP). Identifies and immediately reports any irregularities or material financial risk exposures to the Director of Operations or Finance Committee Chair. Recommends process improvements for Director-level review.
• Donor & Gift Processing: Accurately records and tracks all donations and pledges in the accounting and donor systems. Ensures timely gift entry, generates tax acknowledgment receipts, and supports pledge follow-up. Maintains organized donor records and provides reports as needed in alignment with CCA’s stewardship practices.
• Curriculum & Materials Procurement: Processes purchasing requests from faculty and administration for curriculum, instructional resources, essential school materials, and administrative needs, as directed. Manages the purchasing approval workflow (including Amazon and other school accounts), verifies each request aligns with approved budgets, places orders in a timely manner, and confirms receipt. Maintains organized procurement records and clear communication with requestors regarding order status.
• Human Resources & Payroll Support: Performs core human resources functions, including personnel file management, onboarding and offboarding documentation, and benefits renewal administration. Supports payroll by auditing employee timesheets, obtaining necessary approvals for overtime, entering data into the online payroll system and QuickBooks, and reimbursing employees for approved expense reports.
• Office & Administrative Support: Performs general clerical and office duties, including maintaining paper and electronic files, opening and sorting mail pertaining to the accounting department, and archiving prior-year records once year-end books are reconciled and closed, in adherence to CCA’s Record Retention Policy and Procedures. Maintains professional contact with families and vendors via phone, email, and written correspondence, and provides general office support as needed.
• Grant Research & Administration: As bandwidth allows, identifies and researches potential grant opportunities aligned with CCA’s mission and strategic priorities. Compiles the financial data and supporting documentation needed to substantiate grant applications; grant writing is coordinated separately. Maintains organized grant files and tracks reporting requirements and compliance for awarded grants.
• Additional Duties as Necessary: Performs additional responsibilities as needed based on the evolving needs of the school.

Qualifications:

• Proficiency with QuickBooks accounting software.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook); familiarity with donor/CRM and online payroll software.
• Experience with tuition management systems such as Veracross preferred.
• Self-directed, with the ability to initiate tasks and complete responsibilities independently.
• Holds beliefs that are aligned with the mission and vision of Colorado Christian Academy.

Required Skills:

• Exceptional attention to detail and organization
• Strong analytical skills
• Excellent written and verbal communication skills
• Able to multitask and prioritize competing demands
• Able to work both independently and with team members
• Versatility across job functions and quick to implement procedural changes
• Ability to act with the required discretion when handling confidential information

Education & Experience:

• 3–4 years of related work experience required (e.g., Bookkeeper, Accounting Clerk, Office Manager, Executive/Administrative Assistant, or Collections Manager role).
• Bachelor’s degree preferred (accounting or a related field a plus).

Hours: 40 hours per week

Compensation: $65,000 to $75,000 per annum

Benefits:Colorado Christian Academy offers a comprehensive benefits package that includes Medical, Dental, 401(k) with a 3% match, and Paid Time Off plans that include 9 paid holidays, 6 paid sick leave days, 15 vacation days, and a 3-week summer sabbatical in June and/or July. Staff tuition assistance is available to qualified employees with an approved application.

By fulfilling these duties, the Bookkeeper & Office Coordinator supports CCA’s mission to provide an innovative, Christ-centered education — ensuring faithful stewardship of the resources entrusted to the school so that students, families, and faculty can thrive.

Note: This description is not intended to be an exhaustive list of all responsibilities, skills, or working conditions associated with this job. It is intended to be a reflection of the principal job elements essential for making compensation and employment decisions.