Bookkeeping Assistant (Part-Time)

Job Overview

Position Start Date: Nov 2026

Hours: Weekdays Only / Monday - Friday 1:30-6:30pm

Position Summary:
The Bookkeeping Assistant provides essential support to the Business and Human Resources department, with a primary focus on managing day-to-day Accounts Receivable (AR) and tuition billing functions. Under the direct supervision of the Director of Finance & HR, this role ensures accurate student billing, timely collections, and exceptional customer service for Crosland families. As competency is demonstrated, the Assistant will take on additional bookkeeping, administrative, and light operational tasks to support the overall efficiency of the school's business office.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Primary Focus: Accounts Receivable & Student Accounts

• Tuition & Fee Management: Process annual tuition contract billing and maintain accurate student accounts within the current Blackbaud system and the new Clarity system.
• Family Support: Serve as the primary point of contact for families regarding billing account questions, payment plans, or billing discrepancies.
• Collections: Monitor aging reports and follow up on delinquent accounts.
• Auxiliary Billing: Summarize, track, and bill monthly fees for auxiliary programs, including the Extended Day Program (after-school care), athletic fees, and any other fees.
• Deposits & Payment Processing: Receive and record all incoming payments (tuition, donations, Parent Council funds, and fundraising events).

Secondary Focus: General Bookkeeping & Administrative Support (As Capacity Permits)

• Accounts Payable Support: Assist the Director with AP functions, including verifying invoice accuracy, routing for approvals, credit card invoicing and data entry.
• Reconciliations: Assist with the preliminary reconciliation of auxiliary program spreadsheets, and special event transactions.
• Filing & Documentation: Maintain an orderly, compliant digital and physical accounting file system in accordance with record retention guidelines.
• Program Logistics Support: Provide administrative back-up for school-wide programs managed by the business office, such as coordinating forms for the Extended Day Program, lunch program, tracking student picture day deliverables and any other event.
• General Administration: Provide occasional support to front office personnel or the Director of Finance & HR on special projects as needed.

Organizational & Team Responsibilities

• Experience: 1–3 years of experience in bookkeeping, accounting clerk, or accounts receivable roles (experience in an independent school environment is a plus).
• Technical Skills: Proficiency in accounting software and Microsoft Office (particularly Excel).
• Attention to Detail: High level of accuracy in data entry and mathematical calculations.
• Communication: Exceptional customer service and communication skills, with the ability to discuss sensitive financial matters with families diplomatically and confidentially.
• Adaptability: A willing, team-player attitude with a desire to learn new accounting functions and support school operations where needed.

PHYSICAL REQUIREMENTS:

• Sedentary Work: Primarily sits at a desk for extended periods while operating a computer, reviewing documents, and managing accounts in financial software (e.g., Blackbaud, Clarity).
• Visual & Cognitive Effort: Frequent use of computer screens, requiring close visual acuity to review detailed numerical data, financial reports, and aging statements.
• Manual Dexterity: Regular use of hands/fingers for keyboarding, data entry, calculating, handling physical files, and processing incoming payments/deposits.
• Communication: Ability to communicate clearly via telephone, email, and in person with families, staff, and external partners regarding billing and accounts.
• Light Physical Activity: Occasional standing, walking, bending, or reaching to access filing cabinets, office supplies, or handle light administrative and operational tasks around the business office.
• Lifting: Occasional lifting and carrying of light office items, file folders, or paper boxes (up to 10–15 lbs).
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Pay: $25.00 - $30.00 per hour

Expected hours: 20.0 – 25.0 per week

Benefits:

• Flexible schedule

Work Location: In person