Accounting Systems Associate

Reports to:

Chief Financial Officer

Full-time | 12-month position | Exempt

Monday - Friday 8:00 a.m. to 4:00 p.m.

The Business Office rge’s Episcopal School is responsible for providing timely, accurate, and useful financial information to the school’s administration, stakeholders and families. The Accounting Systems Associate works closely with the Chief Financial Officer to ensure the integrity, accuracy, and efficiency of the school’s accounting processes, billing systems for tuition payments, payroll‑related reconcilations, internal controls, financial records, and reporting tools. This position requires a highly organized, detail‑oriented, and data‑savvy professional who can manage recurring financial operations while also strengthening systems, workflows, spreadsheets, and cross‑departmental processes.

The ideal candidate will bring strong accounting knowledge, excellent spreadsheet and data skills, a service‑oriented approach to families and colleagues, and the ability to improve systems while executing daily responsibilities with accuracy, timeliness, and care.

Perform general accounting functions including processing accounts payable and accounts receivable.

• Accounts Payable responsibilities include:
  • Prepare credit card billing statements for payment, matching back‑up documentation (receipts and packing slips) and following up with cardholders as needed.
  • Keep vendor records up to date in the accounting system, ensuring proper documentation is on file for new vendors such as W‑9 and COI if applicable.
  • Ensure invoices are entered per GL account and class coding to the correct accounts in ledger.
  • Cut AP checks, uploading to Positive Pay and distribution to payees.
  • Maintain orderly financial records post transaction, filling check vouchers/disbursements and ensuring physical vendor files are well maintained and organized.
• Accounts Receivable responsibilities include tuition billing via FACTS and Active Network:
  • Prepare tuition and incidental billing in FACTS tuition management system.
  • Prepare internal FACTS control spreadsheets, reconciling with Admissions throughout the year to ensure tuition rates, discounts, enrollment deposits, late resignation fees, schedule changes, financial aid, withdrawals and other billing data are accurately reflected.
  • Prepare and process incidental billing, including After Care, Resource Services, Speech Services, overnight trips, technology charges, athletic fees, and other charges as needed.
  • With customer service at the forefront, communicate with families regarding tuition and FACTS‑related issues, including but not limited to answering questions about tuition payments and FACTS accounts, notifying about late payments, communicating missing information, and making updates that occur mid‑year.
  • Apply in‑house customer payments to accounts as needed, process deposits weekly and make trips to the bank as needed.
  • Assist in monitoring AR aging and send follow‑up communications to delinquent account holders monthly; provide CFO with AR aging report monthly with applicable notes.
  • Meet regularly with the Admissions Team and Financial Aid Committee to cross‑check data and ensure FACTS is accurate and in alignment with Finalsite data, especially during enrollment and re‑enrollment season.
  • Meet regularly with the Auxiliary Programs Director and Director of Resource Services to ensure accuracy with recurring incidental billing; for one‑off incidentals, connect with the respective Director to confirm details before applying charges.
  • Set up annual tuition accounts no later than May 25th to support June payment drafts.
  • Manage billing for summer programming in Active Network in partnership with the Auxiliary Programs Director, supporting the set up, registration process, billing and delinquent reports.
• Perform a variety of business functions that assist in the daily operations of the Business Office.
  • Manage semi‑monthly payroll for staff in partnership with the CFO.
  • Monitor non‑exempt time cards in partnership with direct supervisors to identify and correct errors or discrepancies prior to pay cycles.
  • Process expense reimbursements weekly…