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Part-time School Bookkeeper

Company: Archdiocese of Los Angeles
Location: Santa Barbara
Posted on: June 10, 2019

Job Description:

PART-TIME SCHOOL BOOKKEEPERNOTRE DAME SCHOOLPosted 5/26/2019 until 6/21/2019Description: DUTIES AND RESPONSIBILITIES Bookkeeping/Finances * Supports the Principal with time-away requests and adds items to group time-away calendar * Approves time cards and time-away reports against calendar and time-away requests for payroll processing * Submits approved employee time sheets and oversees payroll, ensuring employees are paid in accordance with appropriate laws, and payroll reports are filed as necessary * Interfaces with TCM for timely payment * Disperses paychecks and government reporting, as needed * Establishes and maintains employee sick and vacation tracking and accrual banks * Collects monthly tuition, including related tasks and reporting for families and parish finance council, using the Smart Tuition system. * Follow up with families in arears, handling situations with diplomacy and respect; escalate issues of non-payment immediately to Principal / Tuition Review Committee * Responsible for updating the monthly Stewardship Workbook for the Archdiocese * Participates in the development of annual budget with the Finance Council; ensures expenditures throughout year comply with approved budget; raises issues early, as needed * Responsible for completing all necessary E-Rate paperwork each year * Adds the approved annual school budget to QuickBooks, spreading the accounts accordingly; work with parish Finance Council Chair as needed to ensure accuracy of related reports * Oversees maintenance of accurate records concerning financial transactions; ensures required Church and government reports are filed as necessary * Assists in preparation and presentation of financial reports as required * Attends Finance Council meetings as a non-voting member * Performs weekly Accounts Payable functions * Checks invoices for accuracy and preparing and mailing checks. * Prepares weekly bank deposits and delivers them to the bank, accompanied by another staff member at school or parish * Gathers and calculates data and prepares regular monthly and annual financial reports for use by Principal and/or Archdiocese/Department of Catholic Schools * Types a variety of routine correspondence, schedules, forms, and lists relating to bookkeeping and payroll activities * Data entry for tuition payments and donations, generates year-end charitable contribution letters, with written thank you letters for all donations over a specific amount. * Responsible for annual archiving process and shredding, per the Archdiocese's archiving guidelines * Coordinate Archdiocesan annual report with TCM * Other related bookkeeping and payroll functions, as needed Human Resources Management * Supports Principal in developing personnel policies and benefits appropriate to the School's circumstances, in keeping with federal and state laws and the Archdiocese. * Supports the Principal to select, train, and supervise administrative and/or maintenance personnel * Supports the Principal by interfacing with the HR Department at the Archdiocese to resolve employee counseling and discipline situations * Coordinates benefits needs with Archdiocesan Human Resources Department * Assists the Principal with employee relations needs, such as assisting employees in filing for benefits (e.g., retirement, insurance) * Supervises orderly maintenance of all personnel records * Ensures effective clerical support for Principal; provides training and guidance to others as necessary * Works with volunteers to assist in various administrative and office duties * Maintains confidential personnel records and reports Facilities Management * Supports the Principal by recommending necessary repairs, remodeling and construction requiring expenditures in excess of budget; coordinates repair/construction activities to ensure they are made on time and within budget * Responsible for the maintenance schedule to ensure cleanliness, timely repair and/or replacement of school buildings and property * Establishes and maintains an inventory of equipment and supplies, and arranges for replacement as needed; purchases equipment and supplies, ensuring quality consistent with cost and service * Supervises the gardening service and maintenance of the grounds * Follows up to see that purchases and repairs are completed on schedule * Maintains a schedule of seasonal maintenance and repairs and coordinate with volunteers and vendors for completion General Office Administration * Maintains tracking for all teacher and school staff to uphold the Safeguard the Children program, including VPIN access and hard copy files. * Proactively notify staff and teachers when their Virtus training is nearly expired and offer a list of upcoming classes in the SB Region. * Ensure that all teachers and staff are fingerprinted within 90 days of the hiring process. * Documents all processes and procedures to create training documents for the School Bokkeeper's functions for current and future use as others may provide back-up support for time away * Acts as a resource for employees and school families * Reviews procedures and develops new methods to improve efficiency or reduce costs; oversees implementation of computers and software including identifying where they would be most useful; ensures staff is trained and systems properly utilized * Interfaces with IT and technical vendors for repairs and maintenance of technical equipment * Actively supports philosophy and goals of the Catholic Church and assists with volunteers and volunteer hours tracking and similar activities related to the school * Works with volunteers to assist in various administrative and office duties * Purchase office materials and supplies * Updates the website on a regular and timely basis Requirements: MINIMUM QUALIFICATIONS Education and Experience * To perform effectively in this position, the incumbent is required to have experience in, and a working knowledge of, budgets, accounting for accounts payable, payroll and accounts receivable, facilities management, personnel processes and related laws * At least five years of experience in a professional office management environment, supervising at least two people * College degree * Spanish and English skills (reading, writing and speaking) KNOWLEDGE, SKILLS AND ABILIITES Knowledge * Personnel and payroll policies, practices and procedures * Basic bookkeeping principles and procedures * Catholic Church philosophy, principles and teachings * Busy school office environment Skills * Proficient in QuickBooks Pro 2015 or higher * Proficient in Microsoft Office 10 (Word and Excel) * Organization and long-range planning * Supervision experience, managing at least two people, a plus * Facilities management and basic construction knowledge * Strong oral and written communication with diplomacy and professionalism * Bilingual, Spanish and English, a must; only applicants that meet this requirement will be considered Information/Application Contact:NOTRE DAME SCHOOL OUR LADY OF SORROWS CHURCH ATTN: PARISH BUSINESS MANAGER 21 E. SOLA STREET SANTA BARBARA CA 93101 E-Mail: ...@SDL2017

Keywords: Archdiocese of Los Angeles, Santa Barbara , Part-time School Bookkeeper, Other , Santa Barbara, California

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