Under the direction of the Controller, and in compliance with established policies, the Accounting Associate is responsible for accurately completing assigned accounting functions, including accounts receivable, accounts payable, payroll and general ledger recording. The Accounting Associate coordinates with all campus departments and employees to ensure compliance with school’s accounts payable and receivable policies and IRS regulations.
Coordinates, reviews, enters and reconciles all accounts payable invoices, maintains vendor database and issues payments.
Directs invoices to departments for proper coding and signatures/approvals, manually or through AvidXchange.
Researches invoices with discrepancies. Works with purchasers and vendors when necessary to resolve issues. Answers inquiries from vendors regarding payments, credits etc.
Handles petty cash and Business Office customer service in Business Office Assistant’s absence.
Processes journal entries for copy machine usage, postage, telephone and other misc. entries.
Processes all school issued credit cards, updates accounts as needed and monitors transactions made against them.
Processes credit card purchases for employees who are not issued a school charge card or for those who do not have access to a credit card within their department.
Prepares and submits 1099’s for IRS and any additional tax filings as needed.
Runs reports, gathers information and participates in annual audit.
Balances accounts payable to general ledger.
Issues purchase orders through Avid. Reconciles outstanding purchase orders monthly.
Serves as the primary point person for communications between the school and families regarding payment for student tuition accounts and enrollment by providing customer service at the counter, over the phone and via email.
Processes all accounts receivable transactions via Smart Tuition, including student tuition and miscellaneous charges. Sets-up new student accounts in Smart Tuition. Processes paperwork for refunding credit balances.
Processes miscellaneous deposits for other funds received by the School by recording all deposits to the general ledger (checks, wires & credit cards) and electronically to the bank.
Imports journal entries to record transactions for Alumnae and Development and The Ivy (school store) and records Summer Programs activity to the general ledger.
Balance receivable sub-ledgers (both Student Billing and Smart Tuition) to the general ledger.
Follow-up with parents regarding past due accounts.
Scan, index and archive documents as needed.
Prepares accounts receivable audit materials and documentation.
Assists with reviewing student enrollment contracts for issue. Records contract registration for new and returning students.
Assist in withdrawal process and TRI claim submission.
Bills and enrolls students in insurance plans as needed.
Assists with PCI compliance annual self-assessment.
Bills Schoolhouse tuition and works with Director of the Schoolhouse regarding past due balances.
Under the direction of the Director of Human Resources, processes all biweekly and/or both monthly payroll changes through ADP. Data entry of new hires and process all time batches, benefit time, one time payments and/or deductions, STD/LTD employee payments. Includes the processing of manual and voided checks. Checks payroll upon receipt. Maintains all payroll registers and assorted ADP generated reports. Scans all payroll back up.
Additional payroll duties as assigned.
Associate Degree in Business Administration, Accounting, or a closely related field.
Minimum of 3 years of accounts payable/accounts receivable and minimum of two-year payroll experience using ADP.
Blackbaud and/or Smart Tuition financial reporting software experience a plus.
Ability to work with confidential information.
Extensive working knowledge of Microsoft Office.
Strong organizational and time management skills.
Works well under pressure to meet deadlines.
Strong attention to detail and able to perform tasks accurately and independently.
Excellent interpersonal skills and strong customer service orientation.
The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
Miss Porter's School is an Equal Opportunity Employer.