Catholic Diocese of Sioux Falls
Location
Aberdeen, SD | United States
Job description
Job Description
Employment Term: 12 months
Reports to: President
- Education Level: High School diploma, Associate Degree or equivalent
from two-year college or technical school preferred; or equivalent combination of education and experience.
- Experience Desired: Four years of experience in financial management or administration.
- Other Requirements: Demonstrated skills in budgeting, legal matters, and personnel
management. Ability to work cooperatively with diverse groups and communicate with all segments of the school and community.
Knowledge of federal and state funding, grant programs, regulations, and laws. Research, organization development, and planning skills required. Excellent interpersonal, verbal, and written communication skills.
Ability to maintain a high degree of office confidentiality in all work assignments. Demonstrated ability to use a computer for word processing, spread- sheets and databases. Ability to interpret and apply rules and procedures.
Ability to work accurately under pressure and with minimal supervision. Above average skills in recordkeeping and organizational skills. Ability to meet numerous deadlines.
- Physical Requirements: This position requires constant hand-eye, mind-eye Coordination,
speaking, writing, sitting, walking, repetitive with the wrists, hands and fingers. Keyboarding, dialing, driving and stopping frequently are required.
FINANCIAL DUTIES:
- Accounts Payable – prepare all accounts payable
- Accounts Receivable – payment of invoices
- Monthly Financial Report for School Board – prepare and submit a monthly financial report to school board prior to the monthly meeting
- Federal reports – prepare and submit all required federal report, including, but not limited to, 941 report and 5578 federal tax-exempt report.
- Sales Tax report – prepare, submit, and pay sales tax
- Payroll – monthly payroll
PURCHASE ORDERS:
- Create purchase order numbering spreadsheet for each new fiscal year
- Communicate with administrators and employees in the creation of a purchase orders
- Monitor purchase order folders
- Number purchase orders following approval
- Forward purchase orders to personnel or vendor, depending on process requirements
- Remind employees to provide invoice or documentation to process payment
- Match purchase orders with invoices and confirm accuracy
ACCOUNTS RECEIVABLE:
- Review and prepare invoices for payment
- Create weekly checks and/or ACH and EFT payments
- Maintain paid invoices for seven (7) years
- Review expenditures to determine if they are within the framework of adopted budget and maintain system for controlling over-expenditure of the budget
- Set up any 1099 Vendors and prepare 1099s at the end of the year
FINANCIALS:
- Process receipts for all money deposited into general fund, including all money collected for all fundraisers, Cavalry Club activities, PTO activities, Roncalli Ball, etc.
- Receipt in all money and pay all bills for Roncalli Nearly New and reconcile money received from volunteers four days a week
- Reconcile Bank Statements
- Prepare School Board Monthly Financial Report
- Prepare and submit monthly reports to organizations with dedicated accounts
- Prepare monthly journal entries
DEVELOPMENT OFFICE:
- Assist Development office with financial needs
- Process ACH donations twice per month and provide Development Office with ACH donation report
- Process and reconcile payments received from Development Office for fundraisers
- Communicate with Development Office and provide Development Office with monthly financial reports for their department
- Support and attend Development fundraisers
ACTIVITIES DIRECTOR
- Assist Activities Director with financial reports
- Communicate with Activities Director regarding gate receipts and budgeting
- Process ACH payments for sports officials
- Prepare money bags for concessions and gate before each event
- Reconcile gate money and concession stand money after each event
- Communicate with Activities Director regarding athletic fee billing and transportation fee billing
- Assist Activities Director with the preparation and distribution of Facility Use Applications, Agreements, and insurance requirements
- Review and maintain Facility Usage applications, agreement and insurance documentation in business office
TUITION AGREEMENTS:
- Prepare new tuition agreement form each year reflecting that year’s current tuition and fees
- Assist with updating school website with new tuition agreement and instructions, as well as other forms related to tuition
- Prepare tuition agreement for staff showing their tuition benefit amount and email the tuition contract to staff
- Prepare tuition agreement for financial aid families
- Assist with set up and training of staff for the Cavalier Days for tuition signing
- Confirm that all families have completed and signed a tuition agreement
- Set up payment plans on Infinite Campus fee tab for each tuition agreement
- Set up and process monthly ACH tuition payments
- Post cash, check, ACH, and online tuition and fee payments to Infinite Campus and reconcile the daily payments
FINANCIAL AID AND SCHOLARHSIPS:
- Communicate with Aberdeen Community Foundation’s office regarding scholarship donations, amounts, and future scholarships
- Communicate with Development Office regarding scholarship donations
- Communicate with FACTS Management Company each year and provide them with updated tuition and any additional information
- Communicate with the South Dakota Partner in Education director regarding the application process
- Update financial aid documents each year and update them on website and provide them to the churches for putting in weekly bulletin
- Communicate with families regarding completion of and submitting financial aid documents by deadline
- Review all financial aid applications to make sure they are completed
- Serve on the Financial Aid Committee and assist with distribution of scholarships, work grants and waivers
- Prepare and mail out scholarship letters and award letters
- Monitor the return of award letters and prepare tuition contracts per award
- Update scholarship spreadsheet
SONSHINE PATCH:
- Communicate with SonShine Patch Director and OST Director regarding salaries and budgets
- Process and post all ACH payments
- Reconcile payments received from Primary School
- Post payments received directly to the business office
- Provide monthly financial report to Director and Administrators
BUDGETS:
- Create budget forms on Google to be updated each year
- Communicate with Administrators on budget process
- Assist in preparing budget and prepare all spreadsheets for projected budgets, salary, tuition and enrollment increases
- Serve of Board Finance Committee
- Assist School President with all budgeting requirements
PAYROLL:
- Prepare Teacher Contracts and Staff Agreements each new fiscal year
- Add new employees to payroll system and make payroll changes for salary and/or benefits
- Provide information to employees concerning employee benefits
- Review payroll documentation submitted
- Process benefit enrollment forms and submit to Diocese
- Monitor and verify leave request forms and record of absence forms and maintain and accurate record of staff absences
- Notify administration of any absences that are over the benefit amount
- Process monthly payroll
- Remit monthly payroll and health insurance data to Who’s Where and submit health insurance payment to Diocese
- Complete monthly retirement documentation and deposit required funds
- Communicate with Wells Fargo Advisors regarding new employees and retirement information
- Communicate with Diocese regarding health insurance documentation
- Communicate with Worker’s Compensation regarding claims and assist employees in completion of any worker’s compensation reports
- Submit monthly payroll taxes
- Prepare W2’s for all employees
- maintain system for controlling and preventing over-expenditure of the budget
FEDERAL LUNCH PROGRAM
- Administer Federal Lunch Program and communicate with Child and Adult Nutrition Services regarding all requirements of National School Lunch and Child and Adult Food Program
- Input all new students and adults into the Point of Service software for the summer patch program in June and new school year in August
- Update lunch prices on POS software
- Complete and submit annual NSLP (in July) and CACFP (in September) for approval by CANS
- Update Free and Reduced Lunch applications each year and make sure they are available to families on our website and in the schools
- Collect and process all Free and Reduced Lunch Applications and enter data in Infinite Campus and POS software
- Post and reconcile lunch payments received and deposit to lunch bank account
- Reconcile online lunch payments
- Send out daily email statements and monthly paper statements to families and follow up with overdrawn accounts
- Reconcile checking and savings accounts
- Complete and attend all training required by NSLP and CACFP
- Prepare Federal Lunch Reports, including government reports
- Conduct a student advisory meeting twice per year with the Food Service Management Company’s manager
- Assist School President in creating a Wellness Policy and Wellness Committee
- Communicate with Food Service Management Company on aspects of the lunch program
- Perform on-site reviews per NSLP and CACFP requirements
- Negotiate with Food Service Management Company regarding annual renewal
- Every five years create and submit a Request for Proposal or Request for Bids for a Food Service Management Company per guidelines required by CANS
PROPERTY:
- Complete and return property tax exemption documents
- Maintain in the business office all title for vehicle, buses, and trailers
- Communicate with insurance company regarding changes in property
CAPITOL CAMPAIGNS:
- Assist Development Office, School Board, and School President with maintaining accounts
- Deposit all payments and reconcile payments with Development Office
- Process any monthly ACH donations pledged
All other duties as assigned by the President
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