JOB SUMMARY 

The Business Office Accountant’s primary areas of responsibilities are student billing and cash receipts processing and accounting.  

The responsibilities primarily consist of entering data into the databases to process transactions, including but not limited to tuition management; maintaining and updating the databases’ information; downloading reports and performing reviews of the data; preparing analysis and entering journal entries into the general ledger system; responding to parent, staff and other inquiries by email, telephone, or other means, as they relate to the primary areas of responsibilities.  

The Accountant will report to the CFO and will work with the department managers on various tasks and projects.  The Accountant will also assist with other accounting, clerical, administrative functions, and office duties as deemed appropriate.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.   Other duties may be assigned.  The Accountant is responsible for following all accounting policies and procedures as described in the Business Office Policies.   

Tuition Management Process:

• Assist with updating the Enrollment, Tuition and Fees contracts on an annual, mid-year and part year basis.
• Record enrollment tuition deposits for the new school year.
• Update contact information and other data within the Tuition Management system.
• Download and review data to assist Admissions or Records or departments with student billing data, i.e., receipt of tuition deposits, contract data.
• Review and assist with reconciliation of the student roster.
• Maintain and update the Tuition Management system, terminating account agreements and inactivating students that have withdrawn during and after the school year.
• Assist with updating tuition charges, financial aid, tuition deposit, and other transactions, through the Tuition Management system for review to finalize the payment agreements or invoices.
• Post cash receipts sent directly to School and prepare bank deposit.
• Post and follow up on NSF payments.
• Reconcile student accounts to general ledger as needed.
• Assist parents, guardians, or authorized related parties with setting up or updating their Tuition Management accounts, answering questions and concerns regarding charges, payments, due dates, account balances and other related issues.  Assisting parents, guardians or other authorized related parties with statements and other documentation they may require.
• Prepare an analysis to charge late fees and entering data to invoice families for review.   Generating the Tuition Management statement to be mailed / emailed to families.  
• Follow-up and assist with delinquent accounts, including summary analysis, calculation of late fees, entering late fee charges.  Generating collection letters and copies of statements; following-up with families on payment collection.  Document follow up on the delinquent account analysis.    
• Enter incidental charges to be invoiced to families for review, including exam fees, band or orchestra rental fees, and student activity charges.
• Handle students that have withdrawn during the school year, calculation of Tuition Refund Plan insurance (TRP) analysis for review, upload data to the insurance company for processing the tuition refund, follow up with the families for required documents, outstanding balances due, refunds for overpayment.  
• Download and review analysis from the Tuition Management system and input data to create the journal entry in the general ledger system.

Payroll

• Entering or updating payroll records in the payroll data system, including annual updates of base salary and hourly wages and deductions.  
• Prepare payroll for processing, including TDI adjustment, additional stipend or other pays, third party pay information, leave without pay, and substitute pays.  
• Assist with reviewing hourly employee timecards for accuracy and employee leave requests.
• Review the payroll preview before the data is submitted for final processing, including agreeing data from the payroll changes and pay cancellations report, manually recorded pay data (i.e., stipend).  
• Review and adjust, with appropriate approvals, employee vacation, sick and personal leave hours.   Assist employees with questions regarding their balances.   
• File payroll records for each pay period on a timely basis.
• Reconcile payroll accounts payable general ledger accounts on a monthly basis, to ensure payroll deductions clear and are followed up on a timely basis.  
• Updates, prepares and submit payroll data, subject to review by CFO, for bank transfers or checks requests, including AFLAC deductions, TDI, LTD, group life insurance premium payments, child support and garnishment payments, and retirement plan payments, on a timely basis.
• Distribute pay checks, W-2 forms and other required documents to employees on a timely basis.
• Download payroll data on a monthly basis to be sorted and adjusted to prepare the monthly payroll and related journal entries in the general ledger system.
• Prepare and / or update payroll or payroll related information for additional reporting requirements as needed, i.e., medical insurance summary for W-2 reporting.

Cash Receipts

• Receive and record all cash receipts, separating items between the operating fund and agency fund.
• Download and review electronic payments for unusual activities.  Reconcile the deposits with available reports of expected charges and prepares reports for review.  Assist with reporting payments to other departments as necessary.  
• Assist with recording related processing fees for electronic payments.
• Prepare cash receipts journal entries in the general ledger system.  

General Accounting

• Prepare and review monthly journal entries for School and Foundation
• Prepare bank deposits monthly and more often, if necessary.  
• Prepare monthly financial statements for respective departments
• Consolidate monthly financial packets for CFO and Board
• Assist in annual budgeting process

OTHER RESPONSIBILITIES

• Assist with maintaining and purging records as specified by the record retention policy.  Labeling and filing records for storage.  Assist with moving toward electronic record retention.   
• Assist and support the Business Office operations, including the School Store operations.  
• Assist with general office functions, including but not limited to, assisting visitors, sorting the mail, placing postage on the mail, general office cleaning as needed for health and safety concerns.
• Assist with school functions with advance notification as needed.
• Assisting with projects to increase efficiency and accuracy of procedures and processes related to primary areas of responsibilities.