Assistant Bookkeeper / Administrative Asst.

The Assistant Bookkeeper/Administrative Assistant is a vital member of the support team. Under the general supervision of the Education Director and with support and process clarification from the Bookkeeper, the Assistant Bookkeeper performs day-to-day bookkeeping for Center operations and ensures all required deadlines are met. In addition to bookkeeping responsibilities, the position supports the Education Director with administrative tasks to ensure the smooth operation of the Center.

DUTIES AND RESPONSIBILITIES:

Under the supervision of the Educational Director, the Assistant Bookkeeper must stay current with all updates and mandates for processing student enrollment and collecting appropriate fees from parents/guardians. In addition, the Assistant Bookkeeper is responsible for the following tasks:

Intake:

• Providing parents/guardians with the appropriate paperwork to enroll students
• Maintaining accurate AP/AR ledgers for tracking of all payments and fees collected.
• Develop and maintain a system for tracking fees collected and fees outstanding.
• Maintain front office operations, monitor the front entrance, and answer phones.

Compliance:

• Preparation and submission of bi-weekly payroll, including timecard reconciliation.
• Tracking staff certifications to ensure that the Certification Binder is always up to date.
• Maintaining the vendor portal with accurate vendor information.
• Timely submission of all vendor receipts.
• Maintaining updated vaccination records for all students.
• COVID-19 tracking and reporting for staff (when required).
• Receiving required documentation for your center from all new hires for compliance with
• Tracking and communicating Center closings, including holidays and PDs.
• Disbursement and reconciliation of petty cash.
• Perform other required duties, as assigned, consistent with the above.
• Maintain MySchool – Registration, Waitlist, communication to parents/guardians.
• Disbursement of petty cash.

REQUIREMENTS:

• HS diploma or business school courses in bookkeeping and 6 months of experience as a payroll clerk, invoicing or billing clerk, or in another admin role.
• Must be computer literate.
• Must be able to effectively prioritize and manage multiple assignments with simultaneous deadlines.
• 2 years of experience performing the same or similar duties in an educational setting. (preferred)

In addition, the ideal candidate will demonstrate the following: the ability to remain calm in difficult or stressful situations; a willingness to learn and apply knowledge to everyday tasks; the ability to work well with others; an outgoing personality; and the ability to create and maintain positive relationships with parents and staff, as well as with external vendors and funders.