Bookkeeper

The Bookkeeper is responsible for preparing, organizing, and maintaining the company’s financial records to ensure fiscal accuracy. This role requires strong administrative skills, exceptional attention to detail, and the ability to manage multiple financial functions in a fast-paced environment.

Key Responsibilities

Financial Reporting & Analysis

• Ensure all financial records are updated in QuickBooks in a timely and accurate manner.

• Analyze balance sheet and income statement accounts to assess profitability, fiscal soundness, and overall operating effectiveness.

• Prepare budgets, interim financial statements, and year-end financial statements with supporting schedules for management.

• Report daily cash activity to management.

• Perform month-end close processes, including:

  • Reviewing and recording journal entries

  • Preparing monthly bank and credit card reconciliations

  • Calculating monthly depreciation adjustments for capital assets

Accounts Payable (AP)

• Provide weekly and monthly AP reports to management.

• Accurately and promptly record invoices in QuickBooks.

• Process vendor payments to ensure timely and accurate delivery, avoiding late fees.

• Review and resolve open invoices and discrepancies with vendors.

• Review employee expense reports for compliance with company policy.

• Sort, scan, and file invoices and financial documents in the Finance folder.

Accounts Receivable (AR)

• Ensure all student charges, scholarships, financial aid, and payments are accurately posted in FACTS.

• Respond to financial inquiries from students, families, and staff in a timely and professional manner.

• Process and record student refunds accurately in FACTS.

• Set up payment plan arrangements as needed.

• Monitor outstanding receivable balances and conduct follow-ups on delinquent accounts.

• Ensure FACTS journal entries are posted in QuickBooks and reconcile the two systems weekly.

Payroll

• Process bi-weekly payroll through ADP and record payroll transactions in QuickBooks.

• Maintain and track the company’s PTO policy and ensure accurate accruals.

• Review Form W-2s for accuracy and verify PTO carryover for eligible employees.

• Assist with the accurate and timely processing of employee hires and terminations.

1099 Compliance

• Prepare IRS Form 1099s at year-end.

• Collect, verify, and maintain vendor Form W-9s.

• Confirm the accuracy of vendor details and annual payment amounts before issuing Form 1099s.

Compliance & Cross-Department Collaboration

• Ensure compliance with federal, state, and local corporate, payroll, and tax regulations.

• Collaborate professionally with internal departments to resolve discrepancies.

• Support external accountants during audits by providing all requested information.

• Perform ad hoc financial or administrative projects as needed.

Skills & Qualifications

• Hardworking, results-oriented, and extremely detail-driven.

• Strong organizational skills with the ability to work independently and collaboratively.

• Ability to multitask, prioritize, and meet deadlines.

• Excellent analytical and problem-solving skills.

• Superior communication and customer service skills, with professionalism when working with staff, vendors, and families.

• Ability to maintain confidentiality at all times.

• Proficiency in Microsoft Office (Word, Excel, Outlook).

• Bachelor’s degree in Accounting preferred.

• Minimum of 3 years’ experience in private or public accounting preferred.

• Experience with QuickBooks Online and FACTS is a plus but not required.