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.