School Accountant

Ginger Farrell

Website St Thomas Aquinas School

Grades PK4 - 8

General Summary of the Position

The School Accountant provides financial and accounting support to the Pastor, School Administrators, and Parish Financial Controller.  This position performs duties related to the processing of receivables, payables, payroll, and overall financial reporting and forecasting for the parish school, as well as the proper maintenance of related accounting records.  This position also provides the Diocese with required reports and attends diocesan business manager and other applicable meetings as may be called.

F/T Exempt, Year-round 12-month Employee

40 hours/week, with Benefits & Paid Time Off

                    Essential Duties and Responsibilities of the Position

 Cash Receipts and Accounts Receivable:

 Manages FACTS Tuition and incidental billing accounts, collections, and related QuickBooks interface, including initial set up of family agreements, changes, withdrawals, and posting of manual payments received at the school.  Reconciles FACTS detail to QuickBooks balances monthly. Maintains positive customer relationships throughout the process.

  • Records any required entries in FACTS SIS related to tuition payments that are not automatically generated through the enrollment process.
  • Receives and manages all cash, check, and credit card payments received at school from all sources, e.g., front desk, mail, classroom activities, fundraisers, etc.  This will include the organizing, tracking, and recording of detail collections related to North Texas Giving Day and other similar events and requires collaboration with related supporting organizations.
  • Counts cash, copies checks, prepares deposits, takes deposit to church for delivery to bank, and records all cash receipt transactions in QuickBooks.
  • Records credit card activity in QuickBooks and reconciles same to merchant statements.
  • Maintains positive working relationships with FACTS and SIS providers to ensure system solutions as needed.

Cash Disbursements and Accounts Payable:

 Maintains the accounting, security, and regular periodic reconciliation of the School Petty Cash Fund.

  • Manages bill payment process from receipt and review of invoices, matching of PO’s and packing slips, and obtaining appropriate departmental approvals, to entering into QuickBooks for check processing, obtaining check signatures, and distribution.
  • Maintains positive working relationship with vendors to ensure reasonableness and accuracy of charges.
  • Collects supporting documentation and records all Amazon purchases in QuickBooks.
  • Obtains completed W-9 forms from vendors where applicable and reconciles and issues annual Forms 1099 as required.

Cash Management, Cash Forecasting and Budgeting:

  • Manages all fund balances including donor restricted funds and operating cash requirements by source and purpose.
  • Maintains and monitors all school bank accounts.
  • Prepares cash projections as needed or requested.
  • Ensures that all banking related transactions have been timely entered into QuickBooks in order for the Controller to manage cashflow and to complete the monthly school bank account reconciliations.
  • Reviews Parish bank reconciliations.
  • Works collaboratively with School Administrators in preparing and finalizing the School annual budget including supporting schedules and documents.  Obtains appropriate approvals, submits to the Diocese, and enters same into QuickBooks by respective deadlines.
  • Monitors and explains all budget to actual variances on a regular monthly basis.
  • Meets with Administrators and/or Department Heads monthly or as needed to review variances.  IT Director specifically requires worksheet analysis and meeting typically about once a month.

General Accounting and Tax:

  • Records adjusting journal entries as needed and saves supporting documentation in monthly files.
  • Records monthly charges due to the Diocese of Dallas, properly allocating costs by function, and reconciles related employee payroll liability and diocesan liability accounts.
  • Engages and coordinates with all school supporting organizations (e.g. Parent’s Assn, FOSTA, Booster Club, Endowment Fund, etc.) to obtain and properly reimburse/record their transactions on a regular monthly basis ensuring properly identifying the organization, amounts, purpose, etc.  Prepares necessary worksheets, documentation, and records of same as necessary.
  • Prepares monthly sales tax reports and files and pays same online.
  • Prepares W-2G forms as needed when applicable for the winners of fundraiser prizes.
  • Collaborates with school and diocesan E-Rate Coordinator regarding reimbursement filing requirements.
  • Performs month-end and year-end detail general ledger review; Reconciles accounts including amounts due to/from the Church and the Diocese, all payroll related liabilities, and tuition revenue; Provides workpapers for support.
  • Prepares and provides interim financial reports as required on a monthly, quarterly, or other basis as requested by Parish Financial Controller, School Administrators, Pastor, Advisory Councils, and/or Diocese.
  • Coordinates with external auditors in preparation for and completion of annual audit/agreed upon procedures review.  Follows up on auditor recommendations.
  • Maintains all customer, vendor, accounting, reconciliation, and month-end, year-end, and applicable tax records and files.  Manages record retention of same.

Other Duties as Assigned:

  • Ensures the compliance of all applicable rules, policies, procedures, internal controls, and laws as directed by the School, Parish, Diocese, and Local, State, and Federal agencies, etc.
  • Ensures school compliance with the diocesan contract policy in coordination with Risk Manager.  Maintains records of school contracts and warranties as needed.
  • Manages costs and supporting worksheets for special projects, e.g. building improvements and renovations.
  • Generates invoices as needed to outside third parties for expense reimbursements, e.g.  Billing electricity used by AT&T and Sprint.  Records and collects same.
  • Assists the school HR team with all matters related to Human Resources, including onboarding, payroll processing, tracking/summarizing substitutes time worked, open enrollment for benefits, and other personnel matters.
  • Attends staff meetings, school finance committee meetings, budget preparation meetings, and other meetings as required by School Administrators, Pastor, and/or Parish Financial Controller.
  • Attends quarterly diocesan business manager meetings.
  • Attends training as required for new software, policies, procedures, etc.
  • Performs other duties as assigned by School Administrators, Pastor, and/or Parish Financial Controller.

                                              Position Requirements

          Knowledge, Skills and Abilities:

 Values, upholds, and supports the mission, goals, and objectives of the Church and the School; works with integrity; demonstrates sound moral and ethical principles at work.

  • Working knowledge of Generally Accepted Accounting Principles (GAAP), not-for-profit accounting, and internal
  • Working knowledge of all Federal and State regulations to which the School must
  • Proficient with Excel, Word, Outlook, and other Microsoft Office
  • Working knowledge of QuickBooks
  • Working knowledge of tuition management systems such as FACTS Tuition, and student information systems such as FACTS SIS (RenWeb), preferred.
  • Able to troubleshoot basic computer software related issues when
  • Able to perform work with discretion and maintain confidentiality in all
  • Well organized and detailed oriented.
  • Excellent oral and written communication skills.
  • Able to work
  • Able to manage time well in a multi-task, deadline-oriented environment.
  • Able to maintain a good working relationship with co-workers.
  • Able to effectively present information in one-on-one and small group
  • Good math and calculation skills required as well as good knowledge of math functions in
  • Able to identify, analyze, and resolve problems in a timely
  • Able to read and comprehend instructions, correspondence, and

       Education and Experience:

 Bachelor’s degree in accounting or finance.  CPA preferred.

  • Financial experience in a school preferred.
  • Not-for-Profit and/or church experience a plus.
  • Minimum five years’ experience in general ledger accounting or public accounting and a strong working knowledge of accounting principles, financial reporting, and financial forecasting.
  • Experience managing the budget process.

                       Special Requirements:

 Must have a reliable means of transportation, a valid Texas Driver’s License, and proof of personal automobile insurance.

  • Must complete the Diocese of Dallas Safe Environment Training program, obtain a certificate, and renew the training annually as required.
  • Must complete all other school related safety trainings and protocols as required.

Send Resume to Nan Sayers, [email protected]