Bookkeeping and Human Resource Assistant

Job title: Bookkeeping and Human Resource Assistant

Reports to: Director of Operations

General Job Description: The Bookkeeping and Human Resource Assistant is a part-time hourly position, averaging 10-15 hours per week. At least 4 hours must be worked on campus during school hours. Responsibilities include: maintaining accurate financial records of the school by recording all income (tuition, donations, grants, etc) and expenses (payroll, supplies, reimbursements, insurance, facility costs, etc), generating financial reports, managing accounts payable and receivable, overseeing online payments and registrations, facilitating employment process for new employees, maintaining personnel records, assisting with record keeping and communication during the hiring process, and working closely with the Admin Team in Human Resource related policies and procedures.

Required qualifications:

• Accounting Knowledge: Strong understanding of basic accounting principles, including double-entry bookkeeping, debits and credits, and general ledger functions. 
• Software Proficiency: Ability to use accounting software (e.g., QuickBooks) with accuracy and efficiency. 
• Attention to Detail: High level of accuracy in data entry and recordkeeping. 
• Communication Skills: Clear communication with school staff, administrators, parents, and external vendors regarding financial matters. 
• Organizational Skills: Ability to manage multiple tasks and deadlines effectively. 

Preferred Education and Experience:

• Degree in Accounting or related field preferred 
• Prior experience as a bookkeeper in a school setting is beneficial 
• Familiarity with private school operations and financial reporting requirements
• Knowledge of FACTS Financial Management

Major duties and responsibilities:

• Financial Data Entry:

• • • Record all daily transactions including student tuition payments, fees, donations, vendor invoices, and payroll deductions into the accounting system. 
    • Categorize transactions accurately according to the school's chart of accounts. 
    • Verify and reconcile bank statements against recorded transactions. 
    • Oversee online payments and registrations.

• Accounts Payable and Receivable Management:

• • • Process vendor invoices, ensuring proper approvals and coding. 
    • Issue purchase orders for necessary supplies and services. 
    • Monitor outstanding accounts receivable, follow up on overdue payments, and generate invoices as needed. 

• Budgeting and Reporting:

• • • Prepare and monitor departmental budgets, tracking expenses against allocated funds. 
    • Generate monthly, quarterly, and annual financial reports for school administration, including income statements, balance sheets, and cash flow analysis. 
    • Analyze financial data to identify trends and potential areas for cost reduction. 

• Compliance and Record Keeping:

• • • Adhere to all state and federal regulations regarding financial reporting for private schools. 
    • Maintain accurate and organized financial records, including supporting documentation for all transactions. 
    • Ensure compliance with internal controls and school policies regarding financial management. 

• Human Resources Assistant

• • • Facilitate employment process for new employees (new employee paperwork, background checks, new employee orientation and system onboarding).
    • Maintain personnel records for all employees.
    • Assist with record keeping and communication during the hiring process.
    • Work closely with the Admin Team on Human Resource related policies and procedures.

• Other Duties:

• • Assist with the preparation of financial audits as needed. 
  • Collaborate with school administrators on financial planning and forecasting. 
  • Provide support to staff regarding financial questions and procedures. 

For more information:

Visit our school website: https://www.thecovenantschool.org/

To apply, visit: https://www.thecovenantschool.org/employment

Questions? Contact Sheresa Lacey, Director of Operations, slacey@thecovenantschool.org