Bookkeeper 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
• 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.

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.

• 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.

• The position also provides general clerical support in the school office.
• Receipts payments for various activities and class fees using Parish Soft, 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. 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.

• 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…