Part-Time Accountant, Maryknoll School

MARYKNOLL SCHOOL

JOB DESCRIPTION

POSITION NAME: Part-Time Accountant DEPARTMENT/GRADE LEVEL: Business Office

REPORTS TO: Accounting Manager EFFECTIVE DATE: 01-01-2024

CLASSIFICATION: Non-Exempt

GENERAL STATEMENT OF DUTIES: The Accountant collaborates in the effective operation of a Catholic education program by supporting the goals and spirit of Catholic education in general and the school programs in particular; ensuring an effective instructional program; continuing in professional growth; encouraging student educational growth.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: (The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.)

The Business Office Accountant’s primary areas of responsibility are student billing, cash receipts and accounts payable processing.

The responsibilities primarily consist of entering data into the databases to process transactions, including but not limited to tuition management; maintaining and updating the databases’ information; downloading reports and performing reviews of the data; preparing analysis and entering journal entries into the general ledger system; responding to parent, staff and other inquiries by email, telephone, or other means, as they relate to the primary areas of responsibilities.

The accountant will report to the Accounting Manager and will work with the department managers on various tasks and projects. The accountant will also assist with other accounting, clerical, administrative functions, and office duties as deemed appropriate.

The Accountant is expected to have competencies in the following major areas:

I. COMMUNITY OF FAITH

A. Supports and implements the mission/philosophy of Catholic education and the school

B. Gives evidence of lived Gospel values

C. Participates in building faith community

II. INTERPERSONAL RELATIONSHIPS

A. Works cooperatively with staff and administration

B. Works positively with colleagues, support staff, and parish staff

C. Demonstrates positive interpersonal relations with students

D. Maintains positive interpersonal relations with parents

III. PROFESSIONAL RESPONSIBILITIES

Tuition Management Process:

· Assist with updating tuition charges, financial aid, tuition deposit, and other transactions, through the Tuition Management system for review to finalize the payment agreements or invoices.

· Assist parents, guardians, or authorized related parties with setting up or updating their Tuition Management accounts, answering questions and concerns regarding

charges, payments, due dates, account balances and other related issues. Assisting parents, guardians or other authorized related parties with statements and other documentation they may require.

· Generating the Tuition Management statement to be mailed / emailed to families.

· Enter incidental charges to be invoiced to families for review, including exam fees, band or orchestra rental fees, and student activity charges.

· Download and review analysis from the Tuition Management system and input data to create the journal entry in the general ledger system.

Cash Receipts

· Receive and record all cash receipts, separating items between the operating fund and agency fund.

· Download and review electronic payments for unusual activities. Reconcile the deposits with available reports of expected charges and prepares reports for review. Assist with reporting payments to other departments as necessary.

· Assist with recording related processing fees for electronic payments.

· Prepare cash receipts journal entries in the general ledger system.

Accounts Payable

· Process vendor invoices, employee reimbursements and other transactions for payments

· Ensure bills are paid timely and accurately while adhering to policy and procedures.

· Compare and verify purchase orders, terms of payments and other charges.

· Resolve any discrepancies and reconciling payments.

· Establishing and maintaining relationships with new and existing vendors.

· Perform accounting duties including account maintenance, recording entries and reconciling books of accounts.

· Perform spend analysis as required.

OTHER RESPONSIBILITIES

A. Assist with maintaining and purging records as specified by the record retention policy. Labeling and filing records for storage. Assist with moving toward electronic record retention.

B. Assist and support the Business Office operations.

C. Assist with general office functions, including but not limited to, assisting visitors, sorting the mail, placing postage on the mail, general office cleaning as needed for health and safety concerns.

D. Assist with school functions with advance notification as needed.

E. Assisting with projects to increase efficiency and accuracy of procedures and processes related to primary areas of responsibilities.

IV. PROFESSIONAL GROWTH

A. Interacts with colleagues to further professional growth

B. Takes advantage of opportunities for professional improvement

V. MINIMUM QUALIFICATIONS

A. Degree in Accounting or Business Administration or related field

B. 1-3 years of accounting experience to include accounts receivable, accounts payable and general accounting and administration systems and processes.

C. Detail-oriented, ability to effectively communicate accounting concepts and requirements to Faculty and Staff (non-accountants).

D. Work cooperatively with others and independently as required.

E. Customer service oriented.

F. Have sound judgment.

G. Ability to maintain confidentiality of work.

H. Ability to anticipate needs and handle multiple activities.

I. Excellent verbal and written communications skills with attention to grammar, spelling and formatting at a professional level.

J. Must be extremely proficient in 10-Key, MS Word, and MS Excel with ability to analyze, re-sort, and format spreadsheets. Must have ability to create and export reports.

VI. PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is required to stand, walk, talk, reach, sit, hear, handle, and perform repetitive motions of the hands/wrists. Educational Assistants must be able to stand and/or sit for extended periods. May need to climb stairs and lift, carry, push and/or pull items up to 50 pounds. Must be able to respond effectively to and lead the class in emergency situations.

VII. WORKING ENVIRONMENT

Work is usually performed in an office setting within the time frame established by the Business Office. Employees are occasionally required to attend evening meetings and other special events.

VIII. SUPERVISION

Exercises working supervision over other employees, vendors and volunteers, as necessary.