Description
Reports to: Principal (with a dotted line to the Parish Business Manager)
Employment Type: Part-Time (Non-Exempt, 16 hours/week)
Schedule: Flexible hours – typically during school hours (Monday–Friday)
Pay Range: $25-$38
Primary Purpose:
The primary purpose of this position is to perform bookkeeping functions for Holy Family School in a manner that maintains financial accuracy, compliance with regulations, and preparedness. The Bookkeeper works closely with the Principal and the Parish Business Manager to oversee financial transactions, financial record-keeping, and financial reporting in conformity with Holy Family’s policy and Archdiocesan guidelines. The Bookkeeper is expected to collaborate closely with TCM Bookkeeping Services to enable a smooth financial closing process each month. Ensure that the principal is well-informed of all of the financial ongoings of the school.
Major Position Responsibilities
Accounts Payable
- Develop, maintain, and update financial files in QuickBooks and/or Aplos.
- Pay all bills in a timely manner and properly maintain related records.
- Process payments for vendors, reimbursements, and other payables.
- Manage payments for 403b and related retirement accounts in coordination with ADP and TCM.
- Prepare and submit 1099 forms by January 31 and 1096 forms by the IRS deadline.
Accounts Receivable and Cash Operations
- Develop and maintain all family tuition files, reconcile with SMART, and follow up on past-due payments.
- Invoice and collect payments for school programs, clubs, and related fees (School registration, Parent Guild, sports, hot lunch, fundraisers, etc.).
- Record all deposits and payments in QuickBooks.
- Monitor bank balances and prepare bank deposits.
- Handle insufficient fund payments and follow up for recovery.
- Provide financial reports related to deposits, payments, and account reconciliation to the Principal, School Finance Council, and Parish Business Manager.
Financial Reporting
- Provide financial reports (Balance Sheet, Profit & Loss, Cash Flow, and related schedules) to the Principal, Parish Finance Council, Parish Business Manager, and the Archdiocese of Los Angeles.
- Develop and submit annual financial reports and budgets to the Archdiocese by their deadline (typically quarterly).
- Provide information and collaborate with the Principal and Finance Council to aid in annual budget preparation and financial oversight.
- Support TCM in their financial closing process, reconciliation, and preparation of financial statements.
Payroll Processing
- Gather and submit hours to ADP for processing.
- Enter and reconcile ADP payroll reports in QuickBooks.
- Maintain accurate payroll and leave records in conformity with employment policy and regulations.
Collaborative Processes with TCM
- Provide TCM with bank statements, financial reports, and all relevant financial data each month.
- Communicate regularly with TCM team to identify and resolve issues or inaccuracies.
- Support TCM in their annual closing process, reconciliation, 1099 preparation, and financial filing.
Additional Responsibilities
- Ensure clear, accurate, timely communication with Principal and stakeholders.
- Address any issues that arise in a professional manner.
- Maintain a professional, cooperative, and respectful relationship with all members of Holy Family community.
- Support and enforce discipline, routines, and procedures related to financial controls.
- Perform other duties as assigned by the Principal or Parish Finance Council.
- Keep financial files, classroom, and work area well organized and up to date.
Requirements
Qualifications
- Associate’s degree or higher in accounting or related discipline preferred.
- General accounting and bookkeeping experience (preferably in a non-profit or educational setting).
- Ability to collaborate with stakeholders and communicate financial information in a clear and helpful manner.
- Familiarity with QuickBooks or Aplos accounting software; ADP payroll services; and related financial tools.
- Commitment to discretion, confidentiality, and professionalism in financial matters.
- Ability to handle multiple priorities with strong organizational skills.
- Dependability, humility, a sense of humor, and a passion for serving a faith-based community.
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Information/Application Contact
Holy Family Catholic School (South Pasadena)
1301 Rollin St.
South Pasadena, CA 91030
careers@holyfamily.org