Administrative Assistant Finance

Administrative Assistant Finance

The school Administrative Assistant Finance maintains records of financial transactions and supports the school's day-to-day operations by performing the more sensitive, complex office functions. Acts as the administrative support for the school principal, faculty, and staff. The Administrative Assistant Finance is the primary contact for the Diocesan Shared Accounting Services (DSAS).

The Diocese of Orlando four core values lay the foundation for the work performed by employee:

• Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
• Respect: Affirming each person's God-given dignity and uniqueness.
• Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
• Commitment: Individually and collectively, we are steadfast to the team and its purpose.

Essential Duties and Responsibilities

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Administrative Responsibilities

• Works 20-25 hours a week. Two and a half to three days a week with flexible hours
• Oversees the school financial records; maintains historical records by filing documents.
• Attends all School Finance Council meetings as necessary.
• Attends required diocesan meetings, as necessary, representing the school and the principal.
• Consults with and advises the pastor and principal on financial matters that affect the school.
• Maintains good working relationships, effective communications between school community, various groups and outside authorities.
• Professionally communicates and interacts with staff members, management team, and diocesan officials.

Financial Responsibilities

• Acts as liaison between the school and the parish in financial matters.
• Prepares and delivers bank deposits and records receipts.
• Liaison for school with the Diocesan Shared Accounting Services (DSAS).
• Liaison for school with Home and School Association treasurer to keep track of Parent Club revenue and expenses monthly.
• Reviews chart of account codes and categorizes all school expenses submitting corrections to DSAS as necessary.
• Responsible for bank deposits and receipt processing;
• Prepares, scans, and emails weekly accounting packages to DSAS;
• Reviews monthly and periodic reporting with DSAS Staff.
• Staff liaison to Finance Committee(s).
• Maximizes cash management resources.
• Coordinates and reviews school organizations' funds.
• Coordinates with parents; sets up and monitors tuition payments throughout the school year. Works with FACTS to maintain tuition accounts, document financial aid and its impact of tuition payments, inputs entries for receipt of all monies.
• Receives payments for school activities not related to tuition and prepares deposits; records payments into accounts and credits student accounts, as appropriate.
• Responsible for maintaining day-to-day accounting records, ensuring timely deposits and record cash receipts in the general ledger, prepare monthly reconciliations, review and correct, as necessary, accounting entries made by DSAS, review, verify and modify for accuracy all month end and the year-end financial statements, assist in the preparation of budgets, bank reconciliation and cash flow statements and providing management support with preparing ad-hoc financial reports as requested.
• Works closely with the principal to track expenses and remain within budget each week.
• Prepares weekly payables for principal to review and sign and submit to designated Parish staff for additional review before sending to DSAS.
• Keeps track of all school vendors who will need 1099's for tax purposes each year.
• Manage/process annual enrollment registration and tuition agreements for families. Liaison with FACTS/RenWeb (third party tuition management company) to establish and maintain parent tuition accounts. Maintain a database of tuition agreements and manage collections.
• Contact families via email and phone on a weekly / monthly basis to collect on delinquent accounts.
• Manage and process student state scholarships (Step Up for Students) to ensure billing accuracy. Prepare necessary documentation for annual audit.
• Under the guidance of designated parish staff, coordinate and disseminate other scholarship opportunities and financial aid information available to current families. Speak with new potential families to discuss scholarship and financial aid support opportunities.

Additional Responsibilities:

• Complies with Federal, State, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed action.
• Performs moderately complex work under limited supervision and maintains professional discretion in processing matters of a sensitive or confidential nature from both a legal and ethical perspective.
• Performs additional projects as required by the principal.

Requirements

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Catholic Faith:

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

Education and/or Experience:

Bachelor's degree from an accredited university in a business-related field, finance and/or accounting required.

Demonstrated technical ability in accounting or finance with four (4) or more years of professional experience in positions of increasing responsibility.

Thorough knowledge of accounting principles and financial reporting methodologies. Working knowledge of budgeting principles and practices (including use of spreadsheet software), general ledger and reconciliation practices. Working knowledge of Microsoft Word and Excel.

Experience with PDS, QuickBooks software, Paylocity, FACTS preferred.

Other Skills and Abilities:

A high level of organizational and interpersonal skill is required. Attention to detail and working well with others is also required. Must have the ability to manage and to present oneself professionally.

Ability to communicate effectively with subordinates. Ability to effectively communicate with the Pastor and Principal. Confidentiality is essential.

Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Working Environment:

Work is performed mostly in an office setting.

Employee may be required to work 30-34 hours including occasional evenings and weekends;

Performs extensive computer work.

Physical Requirements:

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or workstation.