Accounting Manager

Accounting Manager

Lancaster Catholic High School
Position Type: 12-Month, Full-Time
FLSA Status: Non-Exempt
Reports To: Business Manager
Education: Bachelor's Degree in Accounting, Finance, Business, or related field preferred; equivalent combination of education and experience considered

NATURE OF THE POSITION

The Accounting Manager works collaboratively with the Business Manager, President, Principal, Finance Committee, Diocesan Central Accounting Department (HCAS), employees, families, vendors, auditors, and other stakeholders to ensure the school's financial records are accurate, current, confidential, and maintained in accordance with school, diocesan, and applicable accounting requirements.

The Accounting Manager is a key member of the Business Office responsible for supporting the financial operations of Lancaster Catholic High School. This position combines accounting, financial reporting, budgeting, reconciliation, student account management, cash management, grant administration, and general bookkeeping responsibilities.

The successful candidate will demonstrate exceptional accuracy, organization, integrity, confidentiality, communication skills, and the ability to manage multiple financial responsibilities and deadlines in a school environment.

ESSENTIAL RESPONSIBILITIES

Accounting and Financial Records

• Record and process journal entries, including month-end entries, accruals, and other necessary adjustments.
• Maintain accurate and current accounting records for the school's general operating budget and other assigned funds.
• Perform monthly and quarterly account reconciliations.
• Reconcile budget reports and financial information received from HCAS.
• Maintain and reconcile multiple checking accounts and other designated fund accounts.
• Record cash receipts, issue receipts, and prepare and make bank deposits.
• Prepare documentation for reimbursements and other financial transactions.
• Ensure accounting procedures established by the Diocese's Central Accounting Department (HCAS) are followed.
• Maintain financial records in accordance with established retention requirements.
• Maintain organized files and documentation associated with assigned responsibilities.

Financial Reporting and Analysis

• Prepare monthly financial reports for the President, Business Manager, and Board Finance Committee.
• Prepare regular financial reports and analyses for school leadership and Finance Committee review.
• Monitor financial activity and assist in analyzing the school's financial position.
• Prepare accurate financial data, reports, and analyses as requested by school leadership.
• Reconcile financial records and investigate and resolve discrepancies.
• Assist leadership in monitoring budget-to-actual performance and budget compliance.

Budget Development and Monitoring

• Work with the President, Business Manager, Principal, and other appropriate personnel in developing the annual school budget.
• Prepare budget drafts and supporting financial information.
• Maintain accurate and up-to-date budget records.
• Monitor departmental and general operating budget activity.
• Assist administrators and department leaders in understanding and following established budget and purchasing procedures.
• Identify significant variances and bring concerns to the attention of appropriate administrators.

Diocesan and Regulatory Reporting

• Serve as a liaison with Diocesan accounting on assigned financial matters.
• Prepare and submit all required diocesan financial reports accurately and within established deadlines.
• Provide payroll-related information to HCAS as required.
• Ensure financial records and reporting comply with applicable diocesan procedures and school policies.

Student Accounts and Financial Aid

• Maintain accurate student financial records.
• Receive and post tuition, fees, fines, and other student-related payments.
• Monitor outstanding student balances and prepare correspondence regarding overdue tuition, fees, and other charges.
• Respond professionally to parent/guardian inquiries regarding student accounts and financial procedures.
• Administer student financial aid awards and maintain related records and communications.
• Work with student advisors and appropriate school personnel regarding financial procedures and student account matters.
• Maintain confidentiality of all student financial information.

Cash Management and School Activities

• Receive, count, verify, and properly record monies received from school activities.
• Prepare deposit slips and ensure timely deposits.
• Verify daily cafeteria receipts and prepare required reports related to the school lunch program.
• Prepare change boxes and account for funds associated with student activities.
• Perform bookkeeping functions related to special fundraising projects.
• Assist with deposits, bills, checks, and related financial recordkeeping for school activities.
• Maintain appropriate documentation and accountability for activity and fundraising funds.

Audit and Compliance

• Support annual and other audit processes.
• Assist in the preparation of financial statements, schedules, and supporting documentation.
• Meet with auditors as necessary and respond to requests for records, information, and explanations.
• Ensure financial records are complete, accurate, and readily accessible for audit purposes.
• Identify opportunities to strengthen internal controls and financial processes.

Administrative and Operational Responsibilities

• Evaluate and recommend improvements to financial processes, procedures, and workflow.
• Maintain current and accurate databases, spreadsheets, records, and other financial documents.
• Maintain strict confidentiality regarding student, employee, family, donor, vendor, and school financial information.
• Provide professional and courteous service to families, employees, vendors, diocesan personnel, and other members of the school community.
• Operate computers, accounting software, spreadsheets, calculators, copiers, and other office equipment necessary to perform job responsibilities.
• Perform other duties and special projects as assigned by the Business Manager, President, or Principal.

POSITION REQUIREMENTS

Education and Experience

• Bachelor's degree in accounting, finance, business, or a related field preferred.
• Equivalent combination of education, training, and relevant professional experience may be considered.
• One to three years of accounting, bookkeeping, finance, or related experience preferred.
• Experience in a nonprofit organization, Catholic school, independent school, or similar environment preferred.
• Experience with fund accounting preferred.
• Experience with enterprise-level accounting systems and financial software strongly preferred.
• Experience with QuickBooks or similar accounting software preferred.

Knowledge, Skills, and Abilities

• Strong understanding of basic accounting principles, bookkeeping practices, reconciliations, and financial reporting.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and deadlines.
• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Proficiency with Google Workspace and related productivity tools.
• Ability to analyze financial information and identify discrepancies or unusual activity.
• Ability to maintain accurate records and documentation.
• Strong written and verbal communication skills.
• Ability to communicate financial information clearly and professionally to individuals with varying levels of financial knowledge.
• Ability to establish and maintain effective working relationships with administrators, employees, students, families, vendors, diocesan personnel, and other stakeholders.
• Ability to maintain strict confidentiality and exercise sound professional judgment.
• Demonstrated integrity, dependability, and strong work ethic.
• Willingness and ability to learn new accounting systems, processes, and responsibilities.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to communicate in Spanish is a plus.
• Commitment to supporting the mission and values of Lancaster Catholic High School.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

This position is primarily sedentary office work but may require occasional standing, walking, stooping, kneeling, crouching, reaching, pulling, grasping, and lifting items weighing up to approximately 10 pounds.

The position requires frequent use of a computer, keyboard, calculator, telephone, copier, and other office equipment.

Vocal communication is required for exchanging information, responding to inquiries, providing instructions, and communicating with employees, families, vendors, and other stakeholders.

Hearing is required to receive and understand information through normal oral communication.

Visual acuity is required for preparing and analyzing written and electronic financial information, operating office equipment, reviewing documents, and determining the accuracy and thoroughness of work.

CONFIDENTIALITY

The Staff Accountant/Financial Secretary has access to confidential financial, student, employee, family, payroll, donor, vendor, and school information. The employee is expected to maintain the highest level of confidentiality and exercise discretion in all matters related to the position.

PERFORMANCE EXPECTATIONS

The Staff Accountant/Financial Secretary is expected to:

• Maintain a high level of accuracy and attention to detail.
• Meet established deadlines for financial reporting, reconciliations, deposits, payments, and required reports.
• Maintain organized and complete financial records.
• Demonstrate professionalism, integrity, and discretion.
• Provide responsive and courteous service to the school community.
• Follow established school and diocesan financial policies and procedures.
• Identify opportunities to improve efficiency, internal controls, and financial processes.
• Demonstrate a willingness to grow in knowledge, responsibility, and professional expertise.

Lancaster Catholic High School reserves the right to modify, add to, or remove duties and responsibilities as necessary to meet the operational needs of the school.