The Allen-Stevenson School, founded in 1883, is a K-8 independent school for boys with an enrollment of around 390 students. The School seeks a Jr. Accountant/Business Assistant, who will interface with the school community and vendors to support the business operations. The Jr. Accountant/Business Assistant reports to the Business Manager and provides support to the Director of Finance and Operations.
The Jr. Accountant/Business Assistant is responsible for administering Accounts Payable through Bill.com, and maintaining various schedules, including but not limited to those relating to credit card expenses, disbursements, fixed assets, and professional development.
Accounts Payable Responsibilities
Enter invoices into Bill.com, verify amounts and account codes on invoices and check requests, and assign correct Departmental approvers
Retrieve and open the mail, scan and upload invoices that do not get sent automatically to Bill.com, and track and facilitate invoices’ progress through the approval process
Compare packing slips and vendor invoices to ensure accurate billing
Review all employee reimbursement requests, and verify submissions are consistent with the School’s Travel and Expense Policy
Identify billing errors and work with vendors to resolve discrepancies, ensuring proper credits
Export and manipulate Bill.com data, and import journal entry with backup for approval and posting
Maintain electronic files, including vendor profiles, W-9 forms and fixed asset records
Reconcile various general ledger accounts at month end
Reconcile unpaid invoices to general ledger accounts payable account
Compile schedules and supporting documentation for various accounts on a quarterly basis
Schedules and Reporting
Notify approvers of pending invoice approvals in Bill.com
Download approved invoices from Bill.com and prepare Dual Signature spreadsheet weekly
Update Fixed Asset and Professional Development tracking spreadsheets monthly
Prepare and mail 1099 forms to vendors and 1096 form at end of year
Administer the School’s WB Mason and Amazon accounts
Assist with procurement including online orders, tax-exempt forms, and new vendor account setup
Collect receipts for monthly credit card statements and generate related journal entry to import into accounting system for posting
Maintain postage machine balance and allocate postage expenses to appropriate departments
Assist Business Manager and DFO as needed
Required Skills and Qualifications
Undergraduate coursework or degree in Accounting, or basic accounting knowledge and a minimum of 3 years of experience with accounting software is required. Experience with Senior Systems, Bill.com, Blackbaud or Divvy.com is a plus. Excellent organizational skills are required, along with an advanced knowledge of Excel including but not limited to a comprehensive knowledge of pivot tables, VLOOKUPs and other advanced functions which are used create efficient access to available data. Familiarity with Adobe Acrobat and experience working in a Mac environment. Qualified candidates will possess excellent oral and written communication skills, and a service-oriented demeanor with the ability to work well with others.
Please visit The Allen-Stevenson School website at www.allen-stevenson.org for additional information. To explore this great opportunity, please submit a cover letter, resume and compensation requirements to firstname.lastname@example.org. Please reference “Jr. Accountant/Business Assistant” in the subject line.
The Allen-Stevenson School actively seeks to forward its diversity goals through its process of hiring faculty and staff.