Jobs

SUMMARY DESCRIPTION

Under the supervision of the Director of Financial Operations/Controller, the Payroll and Student Accounts Specialist will perform the duties related to payroll and accounts receivable at Brooks.

Payroll

• Carefully and accurately prepare and process payroll in ADP Workforce Now bi-weekly.
• Ensure that employees’ recorded hours are accurately processed and paid and track/maintain integrity of staff PTO.
• Ensure that all employee insurance premiums and voluntary deductions are correct and up to date.
• Review and submit all employer and employee contributions to the 403(b), HSA and DCA plan bi-weekly. Reconcile plan activity within the general ledger on a bi-weekly basis.
• Carefully and accurately prepare and record journal entries related to the payroll activity.
• Prepare quarterly reconciliations from state/fed payroll reports (prepared by ADP) to the general ledger, investigate and correct discrepancies.
• Other payroll related duties as assigned.

Student Accounts/Accounts Receivable

• Carefully and accurately record and reconcile student account activity. This responsibility includes maintaining the integrity of our external provider’s database, Blackbaud Tuition Management, and reconciling activity from the external database to the general ledger. Activity in Blackbaud Tuition Management includes billings for tuition, incidentals, and fees as well as the cash receipts (and application of financial aid awards) thereon. Work with Blackbaud directly to resolve issues.
• Deposit and balance all payments received for student accounts within the general ledger and reconcile to Blackbaud Tuition Management reports.
• Provide primary account receivable collection outreach and resolution for student accounts with assistance from Director of Financial Operations/Controller when deemed appropriate.
• Work with the Admission’s and Registrar’s offices during enrollment season to ensure that enrollment agreements are prepared, sent and processed. Act as primary liaison with parents/families during the enrollment process with assistance from the Registrar and Director of Financial Operations/Controller when deemed appropriate.
• Balance accounts and handle inquiries associated with student debit accounts, laundry service, student medical insurance and tuition refund insurance.
• Bill and enroll students in the laundry and student insurance plans as needed.

Additional Accounting Responsibilities

• Prepare and process cash and check deposits for tuition that are received at the school (in-school payments). Act as backup depositor for other cash receipt types including gifts, refunds/rebates, summer camp, etc.
• Maintain funding and accounting for our on-campus ATM.
• Maintain funding and accounting for our Petty Cash. Provide our faculty, staff and students with Petty Cash as needed and in accordance with our policies.

• Preparation of monthly cash reconciliations for assigned accounts, including the ATM and petty cash.
• Prepare year end audit schedules and make appropriate year end entries for assigned accounts.

Act as primary liaison with Odin, our point-of-sale software provider.

• Oversee and maintain all store/mailroom transactions for student/faculty entries.
• Notify faculty of monthly billing charges and collect payments via payroll deduction.
• Ensure accurate reporting of transactions into the general ledger system.

• Other duties as assigned.

COMPETENCIES:

• Minimum of three years payroll experience is required.
• Minimum of three years accounting experience is required.
• ADP Workforce Now experience is preferred.
• Blackbaud Financial Edge NXT and/or Tuition Management experience is preferred.
• Collections experience in an educational setting is preferred.
• Advanced computer skills and thorough knowledge of software applications, in particular Microsoft Excel are required.
• Strong organizational and time management skills are essential.
• Ability to maintain confidentiality is required.
• Positive, calm demeanor with the ability to deal with various groups.

EDUCATION:

• Bachelor’s degree with a concentration in accounting is preferred.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties are normally performed in an indoor environment. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS: This is largely a sedentary role; however, while performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear. Must be able to travel across campus as needed and be able to sit for long periods at a desk working on the computer.

TRAVEL: This role does not require travel.

EEO STATEMENT: Brooks School does not discriminate on the basis of race, gender, color, sexual orientation, disability or religion in the administration of its educational policies, admission policies, employment policies, financial aid and loan programs, athletic programs and other school administered programs and activities.