Accounting Administrator

Working at Our School

This position offers the opportunity to contribute to a collaborative, child-focused educational environment while maintaining a consistent four-day work week and enjoying extended school closure periods throughout the year. The Accounting Administrator plays an important role in supporting the financial health and operational success of the school.

Position Summary

The Accounting Administrator is responsible for supporting the school's financial operations through accurate bookkeeping, accounts receivable, accounts payable, tuition administration, account reconciliations, and financial record maintenance. This position plays a key role in ensuring the accuracy and integrity of the school's financial records while providing administrative support for student enrollment and tuition management systems.

The Accounting Administrator reports directly to the Director of Finance and works collaboratively with the school administration team to support the financial and operational needs of the school.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

Full-Cycle Accounting & Bookkeeping

• Perform full-cycle accounting duties, including accounts receivable, accounts payable, and month-end processes.

• Manage the month-end close process and ensure all reconciliations, journal entries, and supporting schedules are completed accurately and submitted on time to the Director of Finance.

• Maintain accurate financial records and general ledger accounts.

• Reconcile bank accounts, PayPal accounts, and corporate Visa transactions.

• Prepare bank deposits and maintain supporting financial documentation.

• Reconcile GST accounts.

• Assist with year-end financial reporting and external audit preparation.

Accounts Receivable & Tuition Administration

• Maintain student tuition records and payment arrangements using the TUIO tuition management system.

• Process student enrollments, withdrawals, tuition adjustments, and account changes.

• Monitor accounts receivable and follow up on overdue accounts and returned payments.

• Process subsidy applications and prepare monthly subsidy claims.

• Track and invoice government funding programs, including CCFRI, ECE-WE, and other applicable grants.

Booking System Administration

• Set up and maintain Bookeo booking schedules, programs, registrations, and payment settings.

• Monitor online registrations and ensure student information is accurately reflected in school systems.

• Assist families with registration inquiries and resolve booking-related issues.

Accounts Payable

• Review, code, and process vendor invoices and employee expense reimbursements.

• Prepare and process electronic payments.

• Monitor and reconcile corporate credit card transactions.

• Maintain vendor records and ensure timely payment of approved invoices.

• File and remit payroll taxes, WCB premiums, and employee RRSP contributions.

Fixed Asset Management

• Maintain the school’s fixed asset register.

• Perform fixed asset tagging and tracking.

• Assist with annual inventory counts and asset verification when needed.

Administrative Support

• Communicate professionally with staff, families, vendors, and government agencies.

• Handle confidential financial and employee information with discretion.

• Provide administrative support for school operations and special projects as required.

Qualifications

Required

• Accounting Diploma or equivalent post-secondary education in Accounting or Bookkeeping.

• Minimum three (3) years of accounting or bookkeeping experience, preferably in the non-profit or educational sectors.

• Experience performing full-cycle accounting and general ledger reconciliations.

• Experience with TUIO, Bookeo, Quickbooks, Rise, or similar accounting and administrative software.

• Strong knowledge of accounting principles and bookkeeping practices.

• Intermediate to advanced proficiency in Microsoft Excel and Microsoft Office.

• Excellent organizational, analytical, and problem-solving skills.

• Strong attention to detail and accuracy.

• Excellent communication and interpersonal skills.

• Ability to work independently and manage multiple priorities.

Hours of Work:

• Monday to Thursday from 8:00 a.m. to 4:00 p.m., less 30-minute unpaid lunch break.

Vacation & School Closures:

• Two (2) weeks paid vacation annually.

• Additional five (5) weeks unpaid time off during December, March, July and August.

Benefits:

• Group Health and Dental benefits.

• Employer RRSP contribution of 2.5% after one year of employment.

• Free on-site parking.

• Professional Development allowance of $300 per year.