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Website St Thomas Aquinas School

General Summary of the Position

  • Fulltime, Exempt year-round, 12-month employee
  • 40 hours/week, includes Benefits and Paid Time Off

The School Accountant provides financial and accounting support to the Pastor, School Administrators, and Parish Financial Controller.聽 This position performs duties related to the processing of receivables, payables, payroll, and overall financial reporting and forecasting for the parish school, as well as the proper maintenance of related accounting records.聽 This position also provides the Diocese with required reports and attends diocesan business manager and other applicable meetings as may be called.

Essential Duties and Responsibilities of the Position

Cash Receipts and Accounts Receivable:

路聽聽聽聽聽聽聽聽 Manages FACTS Tuition and incidental billing accounts, collections, and related QuickBooks interface, including initial set up of family agreements, changes, withdrawals, and posting of manual payments received at the school.聽 Reconciles FACTS detail to QuickBooks balances monthly. Maintains positive customer relationships throughout the process.

路聽聽聽聽聽聽聽聽 Records any required entries in FACTS SIS related to tuition payments that are not automatically generated through the enrollment process.

路聽聽聽聽聽聽聽聽 Receives and manages all cash, check, and credit card payments received at school from all sources, e.g., front desk, mail, classroom activities, fundraisers, etc.聽 This will include the organizing, tracking, and recording of detail collections related to North Texas Giving Day and other similar events and requires collaboration with related supporting organizations.

路聽聽聽聽聽聽聽聽 Counts cash, copies checks, prepares deposits, takes deposit to church for delivery to bank, and records all cash receipt transactions in QuickBooks.

路聽聽聽聽聽聽聽聽 Records credit card activity in QuickBooks and reconciles same to merchant statements.

路聽聽聽聽聽聽聽聽 Maintains positive working relationships with FACTS and SIS providers to ensure system solutions as needed.

Cash Disbursements and Accounts Payable:

路聽聽聽聽聽聽聽聽 Maintains the accounting, security, and regular periodic reconciliation of the School Petty Cash Fund.

路聽聽聽聽聽聽聽聽 Manages bill payment process from receipt and review of invoices, matching of PO鈥檚 and packing slips, and obtaining appropriate departmental approvals, to entering into QuickBooks for check processing, obtaining check signatures, and distribution.

路聽聽聽聽聽聽聽聽 Maintains positive working relationship with vendors to ensure reasonableness and accuracy of charges.

路聽聽聽聽聽聽聽聽 Collects supporting documentation and records all Amazon purchases in QuickBooks.

路聽聽聽聽聽聽聽聽 Obtains completed W-9 forms from vendors where applicable and reconciles and issues annual Forms 1099 as required.


Cash Management, Cash Forecasting and Budgeting:

路聽聽聽聽聽聽聽聽 Manages all fund balances including donor restricted funds and operating cash requirements by source and purpose.

路聽聽聽聽聽聽聽聽 Maintains and monitors all school bank accounts.

路聽聽聽聽聽聽聽聽 Prepares cash projections as needed or requested.

路聽聽聽聽聽聽聽聽 Ensures that all banking related transactions have been timely entered into QuickBooks in order for the Controller to manage cashflow and to complete the monthly school bank account reconciliations.

路聽聽聽聽聽聽聽聽 Reviews Parish bank reconciliations.

路聽聽聽聽聽聽聽聽 Works collaboratively with School Administrators in preparing and finalizing the School annual budget including supporting schedules and documents.聽 Obtains appropriate approvals, submits to the Diocese, and enters same into QuickBooks by respective deadlines.

路聽聽聽聽聽聽聽聽 Monitors and explains all budget to actual variances on a regular monthly basis.

路聽聽聽聽聽聽聽聽 Meets with Administrators and/or Department Heads monthly or as needed to review variances.聽 IT Director specifically requires worksheet analysis and meeting typically about once a month.


General Accounting and Tax:

路聽聽聽聽聽聽聽聽 Records adjusting journal entries as needed and saves supporting documentation in monthly files.

路聽聽聽聽聽聽聽聽 Records monthly charges due to the Diocese of Dallas, properly allocating costs by function, and reconciles related employee payroll liability and diocesan liability accounts.

路聽聽聽聽聽聽聽聽 Engages and coordinates with all school supporting organizations (e.g. Parent鈥檚 Assn, FOSTA, Booster Club, Endowment Fund, etc.) to obtain and properly reimburse/record their transactions on a regular monthly basis ensuring properly identifying the organization, amounts, purpose, etc.聽 Prepares necessary worksheets, documentation, and records of same as necessary.

路聽聽聽聽聽聽聽聽 Prepares monthly sales tax reports and files and pays same online.

路聽聽聽聽聽聽聽聽 Prepares W-2G forms as needed when applicable for the winners of fundraiser prizes.

路聽聽聽聽聽聽聽聽 Collaborates with school and diocesan E-Rate Coordinator regarding reimbursement filing requirements.

路聽聽聽聽聽聽聽聽 Performs month-end and year-end detail general ledger review; Reconciles accounts including amounts due to/from the Church and the Diocese, all payroll related liabilities, and tuition revenue; Provides workpapers for support.

路聽聽聽聽聽聽聽聽 Prepares and provides interim financial reports as required on a monthly, quarterly, or other basis as requested by Parish Financial Controller, School Administrators, Pastor, Advisory Councils, and/or Diocese.

路聽聽聽聽聽聽聽聽 Coordinates with external auditors in preparation for and completion of annual audit/agreed upon procedures review.聽 Follows up on auditor recommendations.

路聽聽聽聽聽聽聽聽 Maintains all customer, vendor, accounting, reconciliation, and month-end, year-end, and applicable tax records and files.聽 Manages record retention of same.


Other Duties as Assigned:

路聽聽聽聽聽聽聽聽 Ensures the compliance of all applicable rules, policies, procedures, internal controls, and laws as directed by the School, Parish, Diocese, and Local, State, and Federal agencies, etc.

路聽聽聽聽聽聽聽聽 Ensures school compliance with the diocesan contract policy in coordination with Risk Manager.聽 Maintains records of school contracts and warranties as needed.

路聽聽聽聽聽聽聽聽 Manages costs and supporting worksheets for special projects, e.g. building improvements and renovations.

路聽聽聽聽聽聽聽聽 Generates invoices as needed to outside third parties for expense reimbursements, e.g.聽 Billing electricity used by AT&T and Sprint.聽 Records and collects same.

路聽聽聽聽聽聽聽聽 Assists the school HR team with all matters related to Human Resources, including onboarding, payroll processing, tracking/summarizing substitutes time worked, open enrollment for benefits, and other personnel matters.

路聽聽聽聽聽聽聽聽 Attends staff meetings, school finance committee meetings, budget preparation meetings, and other meetings as required by School Administrators, Pastor, and/or Parish Financial Controller.

路聽聽聽聽聽聽聽聽 Attends quarterly diocesan business manager meetings.

路聽聽聽聽聽聽聽聽 Attends training as required for new software, policies, procedures, etc.

路聽聽聽聽聽聽聽聽 Performs other duties as assigned by School Administrators, Pastor, and/or Parish Financial Controller.

Position Requirements


Knowledge, Skills and Abilities:

路聽聽聽聽聽聽聽聽 Values, upholds, and supports the mission, goals, and objectives of the Church and the School; works with integrity; demonstrates sound moral and ethical principles at work.

路聽聽聽聽聽聽聽聽 Working knowledge of Generally Accepted Accounting Principles (GAAP), not-for-profit accounting, and internal controls.

路聽聽聽聽聽聽聽聽 Working knowledge of all Federal and State regulations to which the School must adhere.

路聽聽聽聽聽聽聽聽 Proficient with Excel, Word, Outlook, and other Microsoft Office applications.

路聽聽聽聽聽聽聽聽 Working knowledge of QuickBooks required.

路聽聽聽聽聽聽聽聽 Working knowledge of tuition management systems such as FACTS Tuition, and student information systems such as FACTS SIS (RenWeb), preferred.

路聽聽聽聽聽聽聽聽 Able to troubleshoot basic computer software related issues when needed.

路聽聽聽聽聽聽聽聽 Able to perform work with discretion and maintain confidentiality in all matters.

路聽聽聽聽聽聽聽聽 Well organized and detailed oriented.

路聽聽聽聽聽聽聽聽 Excellent oral and written communication skills.

路聽聽聽聽聽聽聽聽 Able to work independently.

路聽聽聽聽聽聽聽聽 Able to manage time well in a multi-task, deadline-oriented environment.

路聽聽聽聽聽聽聽聽 Able to maintain a good working relationship with co-workers.

路聽聽聽聽聽聽聽聽 Able to effectively present information in one-on-one and small group situations.

路聽聽聽聽聽聽聽聽 Good math and calculation skills required as well as good knowledge of math functions in Excel.

路聽聽聽聽聽聽聽聽 Able to identify, analyze, and resolve problems in a timely manner.

路聽聽聽聽聽聽聽聽 Able to read and comprehend instructions, correspondence, and memos.

Education and Experience:

路聽聽聽聽聽聽聽聽 Bachelor鈥檚 degree in accounting or finance.聽 CPA preferred.

路聽聽聽聽聽聽聽聽 Financial experience in a school preferred.

路聽聽聽聽聽聽聽聽 Not-for-Profit and/or church experience a plus.

路聽聽聽聽聽聽聽聽 Minimum five years鈥 experience in general ledger accounting or public accounting and a strong working knowledge of accounting principles, financial reporting, and financial forecasting.

路聽聽聽聽聽聽聽聽 Experience managing the budget process.


Special Requirements:

路聽聽聽聽聽聽聽聽 Must have a reliable means of transportation, a valid Texas Driver鈥檚 License, and proof of personal automobile insurance.

路聽聽聽聽聽聽聽聽 Must complete the Diocese of Dallas Safe Environment Training program, obtain a certificate, and renew the training annually as required.

路聽聽聽聽聽聽聽聽 Must complete all other school related safety trainings and protocols as required.


Send Resumes to Nan Sayers – [email protected]

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