Bookkeeper (Full-time)- Our Lady of Grace Catholic School- Pleasanton

Full-time

Description

FLSA Status: Full-time/Non-Exempt (hourly)

Schedule: Monday-Friday 7:30am-4:30pm/ 401 of hours per week

Reports to: Principal

*Full-Time Benefits (Remove this if not applicable)

Benefits may include: Paid Holidays/Holy Days, 403b Retirement, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location.

Summary:

The School Bookkeeper fulfills the mission of the Catholic school by administering the school's accounting and bookkeeping activities, ensuring the accuracy of financial records and invoices, and the timely processing, submission, and payment of invoices and expenses in accordance with Archdiocesan policies and practices as well as applicable laws and regulations. Essential responsibilities include receipting payments, issuing purchase orders, preparing financial reports, maintaining accounting records, accounts payable, accounts receivable and payroll processing. The School Bookkeeper has decision-making responsibilities within essential job functions, in keeping with Archdiocese Business office and Catholic School policies. 

Position Responsibilities:

• Supports and upholds the philosophy of Catholic education and the mission of the school.
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Supports and adheres to the Religious Standards for Catholic School Employees and policies and procedures of the school and the Archdiocese.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.

Accounting/Bookkeeping Functions:

• The position also provides general clerical support in the school office.
• Receipts payments for various activities and class fees using ParishSoft, FACTS and Paylocity. Prepares deposit slips and takes deposit to bank; prepares transmittal reports for verification of deposits. Collects NSF checks.
• Prepares change boxes for student and special activities and accounts for monies.
• Writes checks and maintains checking accounts; reconciles accounts with bank statement; submits documentation for reimbursement. Maintains and reconciles other fund accounts as assigned; Reconciles budget printouts received from the Archdiocese Business Office Department.
• Maintains ASB and GF accounting records; posts receipts and expenditures to proper accounts and prepares a variety of reports. Maintain records on computer. Maintains student financial data; posts fines and payments; communicates with families concerning tuition owed.
• Responds to inquiries concerning ASB and other account matters; meets with auditors and Business Office Department as necessary to provide records, information, and explanations. Works with students and student advisors; communicates ASB and GF procedures; assists with ASB events, activities, and fundraisers; keeps records and prepares reports.
• Ensures that accounting procedures as established by the Archdiocese Business Office are followed. Maintains financial records according to required retention schedules. Prepares ASB and General fund annual budget for principal approval; prepares General Fund budget status reports for staff.
• Prepares purchase orders online and obtains approval signatures. Obtains bids and quotes on a variety of supplies and equipment such as medical supplies, student store items, and P.E. equipment. Communicates with vendors concerning purchase orders; receives supplies and verifies them against purchase orders; processes invoices for payment.
• May prepare annual building supply order; takes inventory, compiles and submits order; verifies shipments, checks in, distributes order, and stocks work room.
• Monitors Budget to actual performance.

Human Resources Duties:

• Prepares, reviews, and submits bi-weekly payroll in a timely and accurate manner.
• Responsible for providing Principal appropriate time report and payroll registers for review and approval. 
• Ensures employee records are always current and accurate in HRIS system.
• Coordinate with archdiocese Human Resources Office on deployment and implementation of HR policy and/or process changes, as appropriate. 
• Assist Principal in the administration of Archdiocesan Hiring Policies which include recruiting, hiring, onboarding and new employee orientation. 
• Reconciles employee benefits to monthly invoices and ensures completed correctly and in a timely manner.

Other Requirements:

• Assists other office personnel in completing duties as needed. Provides back-up support to other office personnel as necessary.
• Performs a variety of office duties, such as typing, filing, answering the telephone, opening, and distributing mail, assisting office visitors, making announcements over the intercom system and other related duties as assigned. 
• Attends HR Trainings, Business Office Trainings, OSF Meetings, Finance Council Meetings
• Ability to establish and maintain effective working relationships. 
• Exceptional communication and collaboration skills.
• Strong organizational and time management skills. 
• Ability to work in fast-paced environment.
• Always maintain confidentiality.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.

Requirements

Minimum Qualifications:

• Bachelor's Degree in accounting and/or 3-5 years previous accounting experience.
• Knowledge of General Accepted Accounting Principles (GAAP)
• Previous experience with accounts payable A/P, accounts receivable A/R, general ledger, payroll and bank/benefit reconciliations.
• Ability to compute rate, ration and percent and draw & interpret graphs.
• Proven experience with accounting software
• Intermediate level of proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)

Preferred Qualifications:

• Experience with ParishSoft, Paylocity, FACTS
• Bilingual (English/Spanish)

License and Credentials:

• Reliable transportation 
• Valid driver license 
• Valid vehicle insurance 

Minimum Knowledge and Skills:

• Must have good critical thinking and problem-solving skills. 
• Knowledge of general bookkeeping procedures; ability to maintain accounting records and spreadsheets. 
• Skill in using Excel. 
• Skill in using computers and various software programs. 
• Skill in operating a 10-key calculator by touch. 
• Skill in operating general office machines. 
• Skill in oral communication. 
• Ability to learn Archdiocese bookkeeping procedures. 
• Ability to set up and maintain an accurate filing system. 
• Ability to attend to detail. 
• Ability to maintain confidentiality. 
• Ability to establish and maintain effective working relationships with students, parents, staff, and the general public. 

Physical Requirements:

• Office job at school
• Must be able to remain in a stationery position 80% of the time.
• Operates a computer and other office machineries such as copy machine, fax/printer, telephone.
• Occasional lifting 10-20 lbs.
• Frequently sitting, walking, standing, repetitive motions
• Occasionally reach above shoulder height, reach below shoulder height, stooping, pushing, pulling, bending, squatting, climbing, balancing, bending waist (forward or sideways)

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.