Job Summary

The Bookkeeper fulfills the mission of the school by assisting the principal regarding the fiscal matters of the school, maintaining the bookkeeping, maintaining FACTS accounts, assisting parents with financial aid applications, assisting in the preparation of the budget, compiling reports for the principal and various committees, and advising the principal concerning other financial matters. This position reports to and is evaluated by the principal.

Ministerial Character

Catholic schools in the Diocese of Austin are canonically obedient to the Bishop and assist him in fulfilling his ministry and canonical obligations. Pastors, presidents, and principals serve as leaders of the schools to make Christ's mission present and enduring in the schools. In order to fulfill Christ's mission, the school leaders employ suitable, chosen collaborators, sharing with them Christ's mission and entrusting to them various responsibilities.

Positions employed in this School help extend the ministry of the School leaders in particular ways as outlined in the job description. The employee in this position is closely connected to and assists the School leaders in the performance of their ministry and, therefore, engages in ministry for the Church.

Essential Duties

• Supports and upholds the philosophy of Catholic education and the mission of the school
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
• Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
• Maintains confidentiality regarding school matters
• Prepares monthly financial statements for the school’s operations, the Endowment, parent association, and clubs
• Maintains records and communication to support the Treasurer of the Board, the Development Office, business and finance councils, and outside CPA
• Serves as contact for employees regarding enrollment, information, deductions, direct deposit program, insurance, and retirement
• Processes and executes accounts payable and receivable
• Prepares and submits quarterly sales tax report
• Reconciles all accounts and performs end-of-year close-outs
• Performs budget analysis and keeps the Principal informed of budget trends, reviewing before each Board meeting
• Prepares quarterly and annual payroll reports
• Prepares payroll and payroll tax deposits
• Supports the billing of tuition and the tuition assistance 
• Communicates effectively within the school community
• Meets staff development guidelines as set forth by the Diocese/local administration
• Demonstrates professionalism in conduct, demeanor, and work habits
• Maintains a work schedule that maximizes availability to the school, students and staff
• Collaborates with peers to enhance the work environment and support planning
• Oversees office equipment placed throughout the campus
• Provides assistance to the principal in the development of the annual budget
• Implements management of funds and investments per the direction of the Principal 
• Maintains appropriate filing system (paper and digital) including archiving requirements for payroll, accounts receivable, accounts payable, monthly finance
• Prepares annual government survey for Diocese of Austin
• Attends and assists with school events when cash is involved and insures appropriate cash handling procedures
• Manages incidental billing for milk program, school supplies, and other family charges
• Supports the school lunch program by handling cash deposits

Knowledge, Skills, and Abilities

• Knowledge of the basic teachings of the Catholic Church 
• Able to communicate effectively in both written and verbal form 
• Able to work well with others in the school community
• Skill in handling multiple tasks simultaneously 
• Skill in organizing and relating information in an understandable format
• Skill in job appropriate technology 
• Skill in critical thinking and planning

Minimum Qualifications

Education:

• Bachelor’s degree

Experience:

• Bookkeeping experience preferred

Certifications and Training:

• Must submit an Ethics and Integrity in Ministry (EIM) Application for Ministry within the first week of employment, participate in an EIM Basic abuse prevention training workshop within 30 days of submitting a complete Application for Ministry, and maintain EIM compliance during the entire term of employment.

Working Conditions

• Required to work some nights and weekends
• Required to manage high to moderate levels of stress
• Required to teach a minimum of a full school day
• Required to work in standard office and school conditions 

Employee Certification

All employees must adhere to the Catholic Schools Standards of Conduct, the Diocese of Austin EIM policies, and the social, ethical, and moral teachings of the Roman Catholic Church as interpreted by the Bishop of Austin.

Texas is an “at-will” employment state. Letters of employment are not contracts, nor do they bind the employer or the employee to a predetermined time or guarantee of employment.

  Must hold a valid Texas driver’s license.