School and Preschool Bookkeeper at Roman Catholic Bishop of San Diego – Rancho Santa Fe, California

School Name: The Nativity School

Location: 6309 El Apajo Rd, Rancho Santa Fe, CA 92067

Reports to: Principal

Employment Type: Full Time (37.5 hours per week)

FLSA Status: Non-Exempt

Pay Rate: $25.00 - $30.00 per hour

Under the direction of the Principal, the School Bookkeeper is responsible for performing a variety of bookkeeping and accounting duties.

Responsibilities

Human Resources

• Prepare and process bi-weekly payroll through Paylocity
• Prepare employment records; conduct employee onboarding and termination protocols; ensure employees elect or decline benefit programs
• Maintain employee files with required documentation
• Employee liaison for benefit management
• Prepare and submit information as required by Diocesan HR Department
• Record absences and track Leave of Absences through Paylocity
• Ensure employees are compliant with CMG and Paylocity trainings

Bookkeeping

• Process vendor payments through Quickbooks and maintain vendor files
• Track and submit 1099 data
• Record deposits through Quickbooks and maintain associated backup documents
• Record diocesan auto debits and other electronic transactions in a timely manner
• Ensure timely preparation of donor acknowledgements
• Reconcile bank statements in a timely manner
• Oversee the financial aspects of school fundraisers as necessary
• Prepare and submit information as required by Diocesan Finance Office

Accounting

• Prepare journal entries as necessary
• Prepare annual budget and ensure its entry into QuickBooks
• Prepare monthly financial statements for Finance Council and Principal
• Perform year-end processing tasks
• Maintain accounting records and ensure appropriate record retention
• Ensure compliance with diocesan financial controls and policies

FACTS Tuition Management

• Ensure all families are billed through FACTS Tuition Management System
• Setup tuition agreements, assist families with billing and system inquiries and monitor to keep accounts in good standing
• Ensure incidental billings (Extended Care, Field Trips, etc.) are billed timely through FACTS Tuition Management System
• Review delinquency reports periodically and collaborate with Principal as necessary to resolve non-payment issues
• Ensure family data is kept up-to-date

Purchasing

• Order supplies for PTG, office, teachers, classrooms, maintenance, etc.
• Work with Admin and Teachers in ordering textbooks annually (June/July)

Parent Teacher Group (PTG)

• Maintain PTG Financial information in Quickbooks
• Process payments when needed through Quickbooks

• Must successfully pass a background check
• Bachelor degree in finance or accounting; or equivalent experience
• 3-5 years’ experience as a bookkeeper
• Diocesan experience preferred
• Requires coordination and manual dexterity, normal mental and visual ability
• Activities that include walking, sitting, standing, stooping, reaching, handling, hearing, keyboarding and carrying/lifting as required in a normal office environment

Skills/Knowledge

• Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Churc
• Demonstrated communication skills, verbal and written
• Demonstrated human relation and interpersonal skills
• Strong organizational and time management abilities; self-starter able to perform multiple tasks simultaneously
• Demonstrated ability to maintain confidentiality
• Demonstrated ability to work collaboratively in a team environment
• Knowledge of GAAP
• Professional demeanor
• Proficient in Database Management, Microsoft Office, Excel, Financial Transactions, and QuickBooks with demonstrated ability to learn new systems and software

Physical Requirements

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Nativity School, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.