December 16, 2019 | by kdickerson
Job Description - 2019-20
New Orleans Charter Science and Mathematics High School is an open-admission public charter school that prepares all students for college admissions and successful careers. Sci High provides a rigorous high school curriculum with an emphasis in science and in a supportive environment of learning and respect that prepares students to make informed choices about post-secondary pursuits.
The Accounting Specialist maintains accurate and complete accounting data and records in support of the Finance & HR Director with the goal of achieving the cleanest annual audit possible.
As a member of the Finance Team, you are expected to:
o Maintain all school financial and payroll records to include all accounting entries (payroll, retirement, health insurance, etc.) ensuring accuracy and compliance with established procedures.
o Maintain accounting and internal control procedures over school activity funds.
o Collect funds for all student-related events (senior budget, student fundraising events, etc.) from Office Manager/Registrar. Maintains spreadsheet tracking to ensure completeness and availability of records and compliance with regulatory guidelines.
o Train staff on student activity fund accounting and procedures.
o Prepare and submit timely monthly financial reports for the student activity fund.
o Ensure established procedures are followed including securing onsite funds, prepare deposit slips and transport all funds to the bank within established timeframes.
o Provide information and assistance to external auditors upon request.
o Complete monthly bank reconciliations on all school bank accounts.
o Code expenses to proper account codes and funding sources in accordance with LAUGH guide.
o Enter payroll into Paylocity. Ensures monthly payroll edits are accurate.
o Maintain records for auditing of each payroll (spreadsheet). Reviews pre-process registers to identify and resolve any problems or errors. Ensures all special stipend payments are processed with payroll.
o Maintain accurate records in Paylocity for all employee deduction elections to ensure accurate deductions are processed. Maintains all payroll and benefits accounts.
o Record payroll entries in Quickbooks.
o Work with Director of Finance & HR to ensure that all needed personnel file information (contracts, resumes, background checks, etc.) are properly maintained for annual audit.
o Maintain all employee personnel files.
o Manage requests time off system and ensures current and accurate accrued time tracking system within the Payroll system.
o Assist Director of Finance & HR with the preparation and submission of the October and Year-End Profile of Educational Reports (PEP).
o Issue, collect, process and maintain online annual enrollment applications and terminations. (Employee on-boarding and off-boarding)
o Process Purchase Order Requests and verify invoices for prompt payment.
o Place supply, equipment and/or material orders as approved by the Head of School, Assistant Head of School and Director of Finance.
o Maintain Purchase Order record-keeping system. Match invoices to purchase orders, verify receipt of items and prepare invoices for payment.
o Maintain all vendor files ensuring completeness of records so that an audit trail can be followed.
o Issue W-9 form to all vendors, log collection and maintain W- 9 file.
o Prepare 1099 and 1096 reports.
o Receive and respond to written and telephone inquiries from vendors, staff, and/or others.
o Maintain and monitor log of all recurring monthly bills.
Reports to: Director of Finance and HR
Administrator: Head of School
Submit cover letter and resume to: email@example.com