Financial Administrative Assistant

Full-time

Description

Kelly High School seeks an Administrative Assistant with bookkeeping experience for the Financial Department. This position provides support for the daily bookkeeping activities while maintaining accuracy in financial reporting and compliance with established policies. Key responsibilities include processing accounts payable and receivable, entering financial data into the accounting system, managing charges and payments within the tuition management system, overseeing vendor files, tracking leave records, and handling a variety of administrative tasks.

Bachelors Degree with bookkeeping experience.

Requirements

GENERAL

Model behavior appropriate to a spiritual, faith-filled person. General office management including filing, typing/word processing, record keeping, scheduling of appointments as appropriate, office receptionist, answering phone and accurate message taking, etc. Maintain confidences as appropriate and desirable. Maintain accurate inventory furniture, equipment, and other items associate with assigned office. Specific Duties for the particular office assignment as appropriate. Assume and/or perform additional duties as requested and assigned by the Business Manager, school Principal or designee.

QUALIFICATIONS :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SPECIFIC JOB DUTIES

• Data entry for accounts receivable and payable
• Collects and maintains W-9 information on vendors
• Supervise the updating and preparation of staff leave records for payroll
• Prepare cash deposits from clubs and activities
• Maintaining accurate record of various club and organizations designated fund accounts
• Communicate designated fund activities and balance on a regular basis to the appropriate teacher, sponsor or coach
• Assist with budget preparation and monitoring as necessary
• Process new credit applications for MKCHS
• Assist Business Manager with internal control audits
• Update, prepare and distribute staff leave records to employees on a monthly basis
• Filing account payable check stubs with documentation
• Distribution of departmental copy of purchase orders to appropriate department administrator
• Process receipts as received
• Responsible for verification of vendor certificates of Insurance and compliance with diocesan policy
• This position is responsible as a back-up to the Business Manager for processing payroll

ACCOUNTABILITY

• Reports directly to the Business Manager and will be evaluated annually
• Confidentiality of financial and other information will be expected

EDUCATION/CERTIFICATION

Bachelors Degree in some type of accounting

EXPERIENCE

Bookkeeping accounting training and experience. Computer literacy, knowledge and experience in Excel and Word

LANGUAGE SKILLS

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to students, parents, community members, and other employees of the organization.

MATHEMATICAL SKILL

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to deal with students, parents or other employees of the organization who may be angry and difficult to deal with.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is frequently required to stand, walk and climb stairs. The employee must frequently lift and/or move up to (10) pounds and occasionally lift and/or move up to (25) pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

TECHNOLOGY SKILLS

The ability and attitude to learn and use the various computer software and systems necessary to communicate efficiently, maintain appropriate records, operate phone, security, fire and other systems, and other technology as appropriate.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate, typical of an office with computers and printers.

This is a forty-hour per week position. Office hours for this position are from 7:30 am until 4:00 pm Monday through Friday, 220 day work year. On an as-need basis, additional hours may be necessary