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Financial Operations Specialist

2 months ago

Grand Rapids, Michigan, United States Npchristian Full time

ORGANIZATION OVERVIEW

NorthPointe Christian Schools is a private Christian educational institution established in 1972, catering to over 1,200 students from preschool through high school, representing more than 120 different churches.

Our mission is to blend academic excellence with a strong Christian foundation, aiming to "equip students to impact their world for Jesus Christ."



POSITION SUMMARY

The Finance Associate plays a crucial role in the effective functioning of the Business Office, delivering timely, efficient, and high-quality accounting assistance to the Director of Finance, as well as to families, staff, and vendors.

This position is tasked with processing financial transactions and maintaining accounting systems with precision and a high level of confidentiality.

The Finance Associate is integral to NorthPointe Christian's mission of "Equipping students to impact their world for Jesus Christ."



KEY RESPONSIBILITIES
Accounts Payable
Manage and monitor monthly expenses to ensure all statements are accounted for.

Oversee the invoice approval workflow in the A/P system, which includes submitting invoices for payment, coding as necessary, ensuring managerial approvals are obtained, verifying the correct G/L code is applied, and syncing with QuickBooks.

Process payments that fall outside the A/P system by securing necessary authorizations, selecting the appropriate G/L, and issuing checks.

Ensure dual signatures on checks exceeding the internal limit.
Maintain updated check logs.
Familiarize oneself with the Chart of Accounts for efficient transaction coding.
Request 1099 forms from vendors as required.
Provide tax-exempt status documentation to employees and vendors as necessary.
Divvy/Credit Cards
Assist staff with inquiries and approvals.
Adjust credit limits for staff as required for specific purchases.

Prepare and review credit card transactions for upload to QuickBooks at the start of each month using intermediate Excel functions.

Conduct weekly follow-ups with staff to ensure receipt submissions and accurate transaction coding.

Accounts Receivable
Generate and dispatch invoices to clients/sponsors.
Communicate payment statuses and overdue invoices to staff.
Download payment reports from Intuit and enter them into QuickBooks.
Record tuition payments in FACTS.
Payment Collection
Collaborate with activity sponsors to establish payment collection methods that suit their needs using FACTS, Square terminals, or JotForm.
Monitor these payments as necessary.
Deposits and Cash Management
Process internal deposits from school groups.
Prepare bank deposits.
Record online/Bloomerang deposits in QuickBooks.

Maintain Admin Cash by adhering to cash handling security protocols, ensuring cash balances align with records, and making bank deposits as required.

Provide change and cash boxes to staff for school events as needed.
Bank Reconciliations
Download bank statements and ensure all transactions are recorded in QuickBooks monthly.
Pre-reconcile operating accounts each month.
Fully reconcile remaining accounts monthly.
Review operating account activity weekly to detect fraud and enter any missing transactions in QuickBooks.
T.R.I.P.

Oversee the TRIP (Tuition Rebate Incentive Program), which includes managing gift card inventory, fulfilling orders, and tracking tuition rebates.

Reconcile Third-Party Accounting Platforms
Utilize lunch and childcare billing platforms to generate reports for QuickBooks entry.
Tuition Billing, Assistance, and Collections
Support the Finance Associate responsible for these areas as needed.
Additional Duties
Create monthly budget reports for department heads.
Input detailed transportation charges into QuickBooks monthly.
Provide backup for phone call handling and guest reception.
Maintain a Procedures Manual in OneNote for job responsibilities.
Process and distribute 1099 forms to vendors annually.
Assist in gathering documentation for auditors.

QUALIFICATIONS AND SKILLS
Active Christian aligned with NorthPointe Christian School's foundational statements.
Ability to pass necessary background checks and fingerprint screening.
Preferred experience in accounting/bookkeeping.
Proficient in Microsoft Excel, Google Suite, and various cloud-based software; QuickBooks knowledge is advantageous.
Professionally represent the school in interactions with parents, vendors, community members, staff, and students.
Ability to maintain strict confidentiality.
Customer service-oriented with strong attention to detail and organizational skills.
Possess time management abilities and the capacity to prioritize tasks.
Bachelor's degree required.

PHYSICAL REQUIREMENTS

The physical demands outlined here are representative of those that must be met by an employee to successfully perform the essential functions of this role.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical capabilities include:
Frequent reaching with hands and arms.
Frequent manual dexterity and mobility to grasp and manipulate objects and operate equipment.
Repetitive wrist, hand, and finger movements.
Able to sit for extended periods and stand occasionally.
Able to lift, move, push, or pull up to 25 pounds.
Ability to use close vision, distance vision, color vision, peripheral vision, depth perception, and adjust focus as needed.
Ability to hear and distinguish sounds in person and on the telephone.

WORK ENVIRONMENT
The work environment is a typical office setting with a noise level that is generally low to moderate.