Bookkeeper Part-Time- St James Apostle Catholic School

Part–Time School Bookkeeper

The Part‑Time School Bookkeeper supports the Catholic school’s mission by administering accounting and bookkeeping activities, ensuring the accuracy of financial records and invoices, and facilitating the timely processing, submission, and payment of invoices and expenses in accordance with Archdiocesan policies, practices, and applicable laws.

• Receipe and process payments for various activities and class fees using Parish Soft, FACTS and Paylocity.
• Prepare deposit slips, take deposits to bank, and prepare transmittal reports for verification of deposits, including collection of NSF checks.
• Write checks, maintain checking accounts, reconcile accounts with bank statements, and submit documentation for reimbursement; maintain and reconcile other fund accounts as assigned.
• Reconcile budget printouts received from the Archdiocese Business Office Department; maintain ASB and General Fund accounting records, post receipts and expenditures to proper accounts, and prepare a variety of reports.
• Maintain student financial data, post fines and payments, and communicate with families concerning tuition owed; respond to inquiries regarding ASB and other account matters.
• Meet with auditors and the Business Office Department to provide records, information, and explanations; support students and student advisors by communicating ASB and GF procedures and assisting with ASB events, activities, and fundraisers.
• Prepare ASB and General Fund annual budgets for principal approval; prepare General Fund budget status reports for staff.
• Prepare purchase orders online, obtain approval signatures, obtain bids and quotes on supplies and equipment, communicate with vendors, receive and verify supplies against purchase orders, and process invoices for payment.
• Prepare annual building supply orders, take inventory, compile and submit orders, verify shipments, check in, distribute orders, and stock workroom; monitor budget versus actual performance.
• Prepare, review, and submit bi‑weekly payroll in a timely and accurate manner; provide the principal with appropriate time reports and payroll registers for review and approval.
• Ensure employee records are always current and accurate in the HRIS system; coordinate with the Archdiocese Human Resources Office on deployment and implementation of HR policies and process changes.
• Assist the principal in the administration of Archdiocesan Hiring Policies, including recruiting, hiring, onboarding, and new employee orientation.
• Reconcile employee benefits to monthly invoices and ensure they are completed correctly and promptly.
• Assist other office personnel as needed, providing back‑up support; perform various office duties such as typing, filing, answering the telephone, opening and distributing mail, assisting visitors, and making intercom announcements.
• Attend HR trainings, Business Office trainings, OSF meetings, and Finance Council meetings; establish and maintain effective working relationships, communicate effectively, and collaborate with students, parents, staff, and the public.
• Maintain confidentiality and adhere to the Code of Conduct and the Faith and Moral Policy.

In addition to the accounting responsibilities, the bookkeeper performs human resources functions such as preparing bi‑weekly payroll, maintaining accurate HRIS records, coordinating with the Archdiocese HR Office, and supporting new employee onboarding and orientation.

Provides back‑up support to other office personnel as necessary; performs a variety of office duties including typing, filing, telephone answering, mail distribution, visitor assistance, intercom announcements, and general office support.

• Bachelor’s degree in accounting or equivalent experience.
• 3–5 years of previous accounting experience.
• Knowledge of Generally Accepted Accounting Principles (GAAP).
• Experience with accounts payable, accounts receivable, general ledger, payroll, and bank/benefit reconciliations.
• Ability to compute rates, ratios, percentages, and to create and interpret graphs.
• Proven experience with accounting software.
• Intermediate…