Staff Accountant & Payroll Specialist

The School

Founded in San Francisco in 2010, Alta Vista School (AVS) is an independent JK-8 school serving approximately 310 students across two campuses. We implement an inquiry-based STEAM program where students are encouraged to go beyond academic foundations to pursue their passions.

Job Summary & Purpose

The Staff Accountant / Payroll Specialist assists in the Business Office in carrying out the financial objectives and administering non-instructional, human resources, and payroll affairs of the institution. This role sits at the intersection of accounting and human resources, including accounts payable, accounts receivable, general ledger maintenance, monthly financial statement preparation, and comprehensive payroll administration. All work must be completed in accordance with established internal controls, compliance policies, standard operating procedures, and institutional guidelines.

Core Responsibilities

Payroll Administration

• Drives all aspects of the payroll process, reviewing timecards and communicating with employees and supervisors regarding time entries, missed punches, and time off requests.
• Supports the administration of payroll and benefits, including earnings, taxes, special deductions, garnishments, levies, retirement plans (403b), flexible spending accounts (FSA), life, health, dental, and disability insurances.
• Reconciles benefits invoices against payroll system data and reviews retirement plan remittances through Paylocity
• Executes payroll audits and ensures compliance with federal, state, and local laws, including quarterly tax reporting, pension plan audits, unclaimed/cancelled checks, workers’ compensation, and corporate audits.
• Coordinates closely with the CFOO on onboarding new hires, processing terminations, and executing employee changes.
• Maintains and implements payroll policies and standard operating procedures to optimize internal controls.

Accounts Payable

• Receives, codes, tracks, and processes invoices, bills, and purchase orders for the school in Ramp.
• Reviews coding of credit card purchases and ensuring appropriate documentation and receipts.
• Follows up directly with vendors to resolve outstanding issues or account discrepancies.
• Maintains vendor W9 forms and coordinates annual calendar year-end 1099 and 1096 filings.
• Tracks Sales & Use Tax transactions and assists with annual filings to the State of California.

Accounts Receivable & Revenue Processing

• Receives, codes, logs, and posts revenue and cash receipts into the general ledger.
• Prepares bank deposits, manages actual cash in a secure safe, and monitors transactions for IRS cash deposit limitations.

General Ledger, Financial Reporting & Reconciliations

• Maintains a comprehensive ledger of accounts receivable and accounts payable.
• Prepares accurate, timely monthly financial statements and records required journal entries.
• Prepares journal entries for semimonthly payroll and reconciles payroll accounts and quarterly 941s to the trial balance.
• Executes month-end closing procedures under the direction of the CFOO.
• Performs monthly bank reconciliations for all accounts.
• Maintains the fixed asset ledger, completing monthly depreciation journals and subledgers.
• Assists with document collection and preparation for annual financial audits, reviews, and tax engagements.

Qualifications Guidelines

Education & Experience

• Degree: Bachelor's degree or equivalent in Accounting, Finance, or Business Administration is required or highly preferred.
• Accounting Experience: Requires 2 to 5+ years of professional accounting, bookkeeping, or office experience, with a preference for experience in the non-profit or independent school sector.
• Payroll Experience: Requires 2 to 3 years of hands-on functional payroll processing experience.
• Specialized Accounting Skills: Proven experience in the digital processing of accounts payable, accounts receivable, and general ledger maintenance.

Knowledge, Skills & Abilities

• Software Proficiency: Daily operational mastery of QuickBooks/QuickBooks Online and Microsoft Office (especially Excel and Word) is required.
• Preferred Systems: Significant experience using Paylocity, HRIS platforms, Google Workspace, Veracross, or related institutional databases is preferred.
• Professional Competencies: Strong planning, organizational, time management, active listening, critical thinking, and deductive reasoning skills, paired with meticulous attention to detail and analytical problem-solving abilities.
• Interpersonal & Cultural Alignment: Excellent verbal and written communication skills; ability to remain gracious under pressure, work both independently and collaboratively, maintain strict confidentiality, and enthusiastically support the institution's mission, values, and visions.

Physical Demands & Work Environment

• Requires physical presence on campus.
• Ability to sit/stand for 4–8 hours and navigate stairs regularly.
• Regular pushing, pulling, bending, stooping, kneeling, and lifting (1–20 lbs.).

Employment Terms, Compensation & Special Requirements

• Schedule Options: Available as an exempt full-time administrator (40 hours a week) or adaptable to part-time schedule based on institutional needs.
• Annual Salary Range (FTE): $85,000 - $100,000
• Benefits: Comprehensive benefits package, including paid time off, holidays, 403b retirement plans, and professional development opportunities.
• Vaccination Compliance: Must comply with all state vaccination requirements, including, but not limited to COVID-19 or proof of eligibility for exemption.
• Background Check: Due to the sensitive and confidential nature of the financial and payroll data handled, a comprehensive background check is required upon hiring.