Bookkeeper / Administrative Assistant

Job Title: Bookkeeper

Department: Business Office

Employment Type: Full-Time

Position Summary

The Bookkeeper is responsible for maintaining accurate financial records for a non-profit 501c3 catholic girls school, ensuring sound accounting practices, and supporting the school’s mission through careful stewardship of financial resources. This role requires attention to detail, confidentiality, and the ability to work collaboratively with school leadership, staff, and families.

Key Responsibilities

Financial Recordkeeping

• Process accounts payable and accounts receivable
• Write checks weekly
• Reconcile bank statements and credit card accounts monthly

Tuition & Fees

• Process tuition payments and fees; cash and electronic payments
• Monitor accounts, generate statements, and follow up on outstanding balances
• Work with families regarding billing questions in a professional and compassionate manner

Payroll & Benefits Support

• Process payroll - biweekly
• Maintain payroll records and employee deductions
• Review all benefit summaries as needed

Compliance & Internal Controls

• Ensure compliance with school policies, Non-Profit accounting standards, and applicable regulations to restricted funds, state monies, etc.
• Maintain proper documentation and filing systems for all accounts payable and receivable.
• Protect confidentiality of financial matters for families, and employee information

General Office Support

• Collaborate with administration and faculty on financial matters
• Support fundraising or special projects as needed
• Assist school secretary with answering phones
• Assists clubs with cash boxes and credit card machines
• Perform other related duties as assigned

Qualifications

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field (or equivalent experience)
• Minimum 3–5 years of bookkeeping or accounting experience
• Proficiency with QuickBooks Online and other software (e.g., FACTS, Blackbaud, or similar)
• Strong attention to detail and organizational skills
• High level of integrity and confidentiality

Preferred

• Experience in a private school, nonprofit, or faith-based organization
• Familiarity with tuition management systems, preferably Finalsite
• Knowledge of basic payroll and nonprofit accounting practices

Skills & Attributes

• Excellent written and verbal communication skills
• Phone etiquette and customer service skills expected
• Ability to work independently and manage deadlines
• Collaborative and service-oriented mindset
• Commitment to the mission and values of the school

Working Conditions

• Office-based position with standard business hours
• Occasional additional hours during special events

Pay: From $62,500.00 per year

Work Location: In person