Job DescriptionJob Description
Summary

The Bookeeper supports preschool Director in all operations considered essential in the functioning of the school. Maintainsofficeequipment, systems, and files; prepares payroll; manages accounts receivable and accounts payable. Accounting systems must meet HUMC’s expectations as outlined in the Operational Guidelines held by the Trustees.

Duties

Job Duties:

·General Administrative tasks
oOrganize office operations, supplies, systems, and procedures.
oMeet weekly with the director and collaborate on upcoming tasks and bookkeeping issues.
oMaintain Microsoft Office, QuickBooks, and other technical knowledge through options such as online training and attending workshops.
oComplete all required training by licensing to maintain substitute status.
oAssist with technology and documentation needs for classrooms.
oMaintain familiarity with licensing regulations to serve as back-up stand-in director when needed.

·Record Keeping
oCollect and maintain children’s records for licensing requirements.
oUpdate online forms annually.
oHelp prepare and maintain other documents for licensing assessments.
oMaintain special program enrollment, rosters, and payment records.
oUpdate directories, manuals, allergy information, and handbooks in collaboration with Director.
oMaintain updated class rosters, calendars, visitor sign-ins, etc.
oMaintain historical records for bookkeeping/audit purposes.
oMaintain vendor files for purchasing and licensing information.

·Accounts Payable
oReview and record payments in a timely manner.
oHandle all incoming mail.
oMaintain organized hard copy files for payables.
oPrepare checks for Director approval.

·Accounts Receivable
oManage “third party merchant” transactions weekly.
oManage automated invoicing, notice of bills, and reporting A/R to Director.
oCommunicate with families about credits and underpayments in a respectful, timely manner.
oPrepare deposits weekly.


·Bookkeeping
oPrepare payroll for processing by Director.
oReconcile all bank accounts monthly and get Director approval.
oReview the budget vs actual monthly and report to Director.
oProvide profit and loss report monthly to Director.
oPrepare and discuss monthly financial reports for the Director to send to the Advisory Board, preferably at least two days before meetings.
oWork with Director to source best prices for supplies and services as needed.
oAssist Director in creating an annual budget.
oManage fiscal year-end close in collaboration with Director.
oAssist Director in discussions during annual audit of books.
oManage fundraised and grant funds in partnership with the director. Maintain documentation in an organized manner and prepare reports for Director as needed.

·Human Resources
oOrient new staff in preschool procedures including use of timesheets, security system, classroom computers, and email systems for internal and external communications.
oDistribute and record nametags, security system fobs and codes.
oWhen employee leaves employment, prepare closing paycheck and notify HUMC bookkeeping; collect security fob, nametag, and any other HPUMP items in their possession; and disarm employee’s code.

·Admissions and Marketing Tasks
oManage wait list database and collaborate with Director when vacancies arise.
oFacilitate enrollment process for returning and new families.
oAssist Director in producing marketing/communication materials.
oUpdate website as needed for tuition, admissions, and other content updates.
oReview website annually for appearance and staff updates.

Requirements

Experience with Quickbooks required
Associates degree or higher preferred
Strong experience with financial platforms
Experience with Microsoft Office preferred
Experience with office management preferred
Experience working with non-profit and/or preschool organizations preferred

Benefits

• 12 days paid holidays and breaks
• 5 paid sick days
• Flexible summer schedule
• Paid training
• Tuition Discount

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