Senior Bookkeeper

Job Summary

The Senior Bookkeeper performs a variety of accounting, financial and administrative functions in support of the District’s Business Office. This position is responsible for managing accounts receivable, scholarship accounting, building rental administration and other fiscal operations.

The Senior Bookkeeper also serves as a backup to the District Registrar and provides additional support to ensure the efficient operation of Business Office functions.

Duties and Responsibilities

Accounts Receivable

• Manage the collection, recording and reconciliation of tuition and fee payments
• Process electronic payments through Unipay, including retrieval, recording and reconciliation of transactions
• Prepare and process timely bank deposits
• Record and reconcile deposits for Beverly High School and Beverly Middle School student activities, athletics, laptop programs and transportation activities in Munis
• Maintain revolving account records and supporting documentation
• Monitor and update individual preschool tuition accounts; communicate with families regarding outstanding balances and collection efforts
• Process refunds and account adjustments as needed
• Prepare monthly invoices for the YMCA afterschool program
• Manage deposits and financial activity for the Gifts to Schools account, including oversight of the purchase order process and invoice documentation

Accounts Payable

• Create and maintain vendor records in Munis
• Enter invoices and prepare vendor warrants for Gifts to Schools accounts
• Review supporting documentation to ensure accurate processing and compliance with district procedures

Financial Operations and Reporting

• Basic accounting functions
• Prepare warrants and supporting documentation for approval
• Prepare monthly revenue reports and School Committee financial reports
• Process employee tuition reimbursement requests in accordance with district policies and contractual requirements
• Analyze revenue accounts, identify discrepancies, process adjustments, and assist with financial projections
• Maintain student accident reporting records and submit insurance claims when applicable
• Complete monthly sales tax reporting and related accounting entries

Scholarship Administration

• Review and process scholarship and financial assistance applications
• Determine eligibility in accordance with established guidelines
• Maintain scholarship records, tracking spreadsheets and award documentation
• Coordinate award notifications and related correspondence

Building Rental Administration

• Administer the district’s facility rental program
• Process rental applications, agreements and required documentation
• Coordinate facility use schedules with school administrators, custodial staff and external organizations
• Prepare invoices, process payments and maintain accurate rental records

Medicaid Reporting

• Assist Director of Finance with Medicaid billing activities and required financial reporting
• Maintain supporting documentation and records to ensure compliance with applicable regulations
• Coordinate with district staff and external service providers as needed

Registrar Support

• Serve as backup support for the District Registrar during absences or periods of increased workload
• Assist with student registration processes and residency documentation
• Provide additional administrative support related to student records as needed

Additional Responsibilities

• Maintain confidentiality of financial, employee, student and other sensitive information
• Provide exceptional customer service to employees, families, vendors and community members
• Perform other duties as assigned to support the effective operation of the Business Office

Qualifications

Education and Experience

• Associate degree in Accounting, Business Administration, Finance or a related field; or equivalent combination of education, training and relevant experience
• Three to five years of bookkeeping, accounting, payroll or business office experience preferred
• Experience working with computerized financial information systems
• Experience in a public school district or municipal finance environment is desirable
• Experience with or a background in accounting highly preferred

Knowledge, Skills and Abilities

• Knowledge of bookkeeping principles and accounting practices
• Ability to reconcile financial records with a high degree of accuracy
• Exceptional attention to detail and accuracy in maintaining financial records
• Strong organizational skills with the ability to prioritize multiple responsibilities and meet deadlines
• Proficiency with financial software, spreadsheets, Google Workspace or Microsoft Office, and the ability to quickly learn new technology
• Ability to maintain strict confidentiality of financial information
• Ability to work independently while collaborating effectively with district employees, vendors, families and community members
• Excellent organizational, written and verbal communication, customer service and interpersonal skills

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting and computer work
• Frequent use of office equipment
• Occasionally lift or move materials weighing up to 25 pounds

Work Environment

Work is performed primarily in a professional office environment with frequent interaction with district employees, vendors, families and community members

Compensation

• Compensation is set in accordance with the AFSCME School Administrative Assistants collective bargaining agreement.
• Grade: 3
• Step: to be determined
• FLSA Status: Non-Exempt
• Work Year and Hours: 260 Days, Monday through Friday 8:00 AM - 4:00 PM

Employment Eligibility

• Employment is contingent upon successful completion of a CORI and SORI background check and fingerprint-based national criminal history check, in accordance with Massachusetts law.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.