Reports to: Director of Apostolate Administration and PBM Operations
Supervises: Accounting Clerk and Purchasing Associate
Collaborates with: HR, Book Center Managers, Inventory Management.
________________________________________
Core Responsibilities
I. Accounts Payable Support
• Oversee accurate invoice entry and importing into accounting system.
• Prepare weekly open invoice reports.
• Oversee check runs.
• Maintain list of uncleared checks.
• Communicate with vendors regarding credit applications, business licenses tax exempt certificates.
________________________________________
II. Accounts Receivable Support
• Oversee applying customer payments and importing invoices and payment information into accounting system.
• Prepare weekly deposit reports.
• Oversee depositing of customer payments into bank.
• Oversee generating and sending customer statements.
• Oversee follow up on past-due accounts.
• Oversee maintaining customer sales tax certificates
________________________________________
III. Reconciliation & Daily Processing
• Oversee recording of daily bank activity.
• Oversee reconciling credit card settlements.
• Reconcile deposits of each Book Center and Exhibit location; record journal entries in the accounting system
• Prepare documentation for period-end review as requested by supervisor. ________________________________________
IV. Payroll Processing Support
• Back-up support for payroll processing as requested by supervisor.
________________________________________
V. Purchasing & Operations Support
• Compile seasonal purchasing data.
• Prepare spreadsheets and order forms.
• Track vendor policy updates.
• Prepare draft reports on sales and purchasing.
________________________________________
VII. Records & Office Management
• File financial documents.
• Prepare files for annual shredding.
• Maintain organized record retention systems.
• Provide general administrative and correspondence support.
• Maintain orderly workspace.
• Willing to expand role at the request of supervisor.
________________________________________
VIII. Confidentiality & Security
• Follow all data security protocols.
• Maintain strict confidentiality.
________________________________________
Qualifications
• Bachelor’s degree in Accounting, Business, or related field (preferred).
• Experience with accounting systems and spreadsheet software.
• Strong attention to detail and accuracy.
• Ability to manage multiple deadlines.
• Professional communication skills.
• High level of discretion and confidentiality.
Principals only. Recruiters, please don't contact this job poster.