Accounts Payable/Payroll Coordinator

School Description

Santa Catalina School is a vibrant independent, Catholic school offering student-centered co-education to PreK through grade 8 and an all-girls’ boarding and day college preparatory upper school serving grades 9 through 12. Santa Catalina exists to develop in each student a striving for excellence, a maturing awareness of moral and spiritual values, a sense of responsible purpose, and a determination to serve the world with courage, grace, and compassion. With the cornerstones of excellence, spirituality, service, and responsibility, the school is committed to providing a supportive learning community for each student to grow in their intellectual, personal, and spiritual life, making Santa Catalina a transformational educational experience for its students. Santa Catalina prepares students to lead lives of meaning and purpose.

Position Summary

Santa Catalina School, a nationally recognized PreK-12 independent Catholic school in Monterey, California, is seeking a full-time Accounts Payable/Payroll Coordinator reporting to the Business Manager. This role is responsible for the timely and accurate recording of the school’s accounts payable invoices as well as the processing of the school’s payroll. The coordinator position requires attention to detail, a high level of organization, and the ability to work with administrators, faculty, staff, vendors, volunteers, and some students and families. This position supports the school, its values, and its leadership.

Description

Santa Catalina School is a dynamic organization with a diversity of staff, vendors, and accounting needs. This position is responsible for ensuring all invoices are handled in a professional and timely manner to help maintain accurate accounting records and strong vendor relationships. Working closely with the business office team to identify priorities and timelines for all accounting work including payables, payroll, receivables, and financial statement preparation is vital to the team’s success. The coordinator maintains all vendor files, which include the vendor’s tax, insurance, and contact information as well as the signed vendor agreement (if applicable). The position is also responsible for ensuring all time cards are submitted in a timely manner for the processing of the twice monthly payroll. Maintaining confidentiality in relation to payroll and human resource issues is required.

Santa Catalina School believes that each employee makes a significant contribution to its success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

Essential Responsibilities

• All aspects of accounts payable, including: verifying invoices for accuracy and compliance with policy; entering invoices into the accounts payable system; ensuring proper GL account coding; routing for manager approval(s); preparing checks/electronic payments in a timely manner; maintaining accounts payable filing system; and researching and resolving issues related to vendor payments.
• Work with vendors to answer questions related to invoices and/or payments.
• All aspects of payroll, including: review and verification of timecards; review and verification of time off submittals; reconciliation of paid time off (sick, vacation, personal); processing of payroll file in a timely manner; and working with the business manager to ensure timely funding of payroll.
• Ensure compliance with company policies and federal, state, and local payroll, wage, and hour laws and best practices.
• Assist the human resources generalist with the onboarding and offboarding of employees, including the maintenance of LiveScan records.
• Monthly reconciliation of health insurance bill, LTD bill, utility bills, phone bill, and payroll bank account.
• Management of corporate credit card account, including reconciliation of monthly statements, collection of individual card holder receipts and explanations, and maintenance of cards.
• Assist business manager with month-end closing activities.
• Obtain certificates of insurance to provide to vendors when requested.
• Ensure vendor agreements are on file and complete for all vendors doing work on campus; obtain and maintain file vendor certificates of insurance, when needed.
• Cross-train in all areas of work within the business office, including accounts receivable and student billing.

Other Responsibilities

• Other duties as assigned

Qualifications

• Bachelor’s degree in accounting, business, or related discipline or equivalent work experience
• 3-5 years of experience in accounts payable, payroll entry, or related accounting work
• Proficiency in Microsoft Office, including Excel and Word, as well as Google Suite
• Experience with payroll management system required, ADP experience preferred
• Experience with accounting systems required, Blackbaud Financial Edge NXT experience preferred
• A commitment to the mission and identity of Santa Catalina School
• A desire to participate fully in the Santa Catalina community
• Successful completion of a LiveScan criminal background check as required by law

Competencies

• Excellent verbal and written skills
• A problem-solving, collegial approach with a welcoming demeanor
• Cultural competence and enthusiasm for working with a diverse and dynamic community
• Strong interpersonal skills, including good listening, humor, tact, intuition, and confidentiality
• Ability to create responsive, caring, and appropriate relationships with students, families, and colleagues
• Strong organizational and record-keeping skills and digital literacy
• Drive and self-motivation, an ability to multitask, and exceptional professional and business judgment
• Understanding of the dynamics of a school community
• Ability to assess and respond to the needs of the school and act as a representative of the school
• Commitment to professional growth and education
• Ability to function well under stress

Working Conditions and Compensation

• Works in an office in front of a computer screen for long periods of time; standing is an option. Must be able to interact with visitors coming into the business office, calling on the telephone and/or emailing requests/messages.
• Daily mail run, which involves walking throughout campus delivering invoices, checks, mailings, etc. Must be able to lift boxes up to 25, which may include the filing and moving of previous year’s documents.
• Be able to work in various positions, including, but not limited to, stooping, standing, bending over, and sitting for extended periods of time.
• Work in a school environment with a wide variety of challenges, deadlines, and people
• Santa Catalina School offers competitive insurance and retirement benefits
• Salary Range: $26.00–$31.25/hour, depending on experience

Equal Employment Opportunity

Santa Catalina School is an equal-opportunity employer. Employment at Santa Catalina School is based solely on qualifications and competence for a particular position, without regard to race, color, national origin, citizenship, age, religion, sex, sexual orientation, gender identity or expression, off-duty and off-premises use of cannabis, veteran status, disability, marital status, or any other category protected by the law.

To Apply

Interested candidates should visit our website to complete and submit an application, resume, and cover letter:

https://www.santacatalina.org/upper-school/who-we-are/employment

Electronic submission of candidate papers in .pdf format is preferred.

Santa Catalina provides reasonable accommodations to employees and applicants with disabilities. Applicants who need accommodations to participate in the application process should contact employment@santacatalina.org.

About Santa Catalina School

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