Key Duties and Responsibilities
A. Student Accounts and Accounts Receivable
- Prepare and issue monthly tuition invoices, statements of account, and other school-related billing.
- Monitor student tuition payments, registration fees, deposits, and other applicable school fees.
- Maintain accurate student account records and payment histories.
- Follow up with parents and guardians regarding outstanding balances and overdue payments in a professional and courteous manner.
- Record and reconcile payments received through cash, cheque, e-transfer, credit card, or other payment methods.
- Process adjustments, credits, refunds, and applicable fee arrangements with management approval.
- Maintain confidentiality of family financial information.
B. Accounts Payable
- Receive, review, and process supplier invoices and expense claims.
- Verify invoices against purchase orders, receipts, and authorized approvals.
- Prepare payments to vendors, suppliers, and service providers.
- Monitor payment due dates and ensure timely settlement of accounts.
- Maintain organized records of invoices, receipts, and payment confirmations.
- Track recurring expenses, subscriptions, utilities, and other operational costs.
C. Payroll Administration
- Assist in preparing and processing employee payroll.
- Maintain accurate records of employee hours, attendance, overtime, and approved leave.
- Verify timesheets and payroll-related adjustments before submission.
- Maintain records of employee deductions, vacation pay, and other payroll-related information.
- Assist with payroll reconciliations and preparation of year-end payroll documentation.
- Coordinate with management or the external payroll provider regarding payroll discrepancies.
D. Administrative and Compliance Support
- Maintain confidentiality and security of financial and employee records.
- Ensure financial documentation is properly filed and readily accessible.
- Assist with year-end accounting procedures and preparation of records for external accountants.
- Support compliance with applicable tax, payroll, employment, and financial reporting requirements.
- Perform other related bookkeeping and administrative duties as assigned by the School Principal or authorized management.
Qualifications and Requirements
- Ability to maintain strict confidentiality when handling financial and employee information.
- Strong communication and interpersonal skills.
- Ability to manage multiple financial tasks and meet deadlines.
- Excellent attention to detail and accuracy.
- Strong numerical, analytical, and organizational skills.
- Proficiency in Microsoft Excel, Word, and accounting software such as QuickBooks, Sage, or equivalent.
- Familiarity with Canadian payroll procedures, CRA requirements, and applicable employment standards.
- Knowledge of basic accounting principles, accounts payable, accounts receivable, and payroll administration.
- Minimum of 2 years of bookkeeping or accounting experience, preferably in an educational or childcare setting.
- Diploma or certificate in Bookkeeping, Accounting, Finance, or a related field.
