School Finance Manager

Description

Employment Status: Full-time

FLSA Status: Exempt

Schedule: Monday – Friday, 7:30 a.m. to 4:30 p.m.

Hours per Week: 40

Reports to: School Principal

JOB SUMMARY: The School Finance Manager supports the Catholic school's mission by assisting the principal with fiscal matters, maintaining all bookkeeping functions, assisting with budget preparation, compiling reports for the principal and various committees, and advising the principal on other financial matters. The School Finance Manager has decision-making responsibilities within essential job functions in keeping with school policies and ensures the school’s business office operates effectively and efficiently.

Essential job functions:

• Supports and upholds the philosophy of Catholic education and the school's mission.
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Supports and adheres to the Religious Standards for Catholic School Employees and the policies and procedures of the school and the Archdiocese.
• Maintains confidentiality regarding school matters.
• Prepares monthly financial statements for the school’s operations, parent association, clubs, and any endowment(s).
• Ensures accurate financial reporting and contributes to strategic financial planning to support the school's mission and sustainability.
• Maintains records and communication to support the Principal, the Development Office, and the School’s Council and Financial Committee.
• Processes and executes all accounts receivable in accordance with policy.
• Composes correspondence as needed to document activities, provide written reference, and/or convey information regarding accounts receivable issues, past-due tuition balances, and internal controls.
• Helps ensure reliable key operating data through periodic audits and corrective action.
• Reconciles all accounts and general ledger activity and completes month-end and year-end requirements.
• Performs budget analysis and keeps the principal informed of budget trends.
• Works with the School’s Finance Committee to provide financial information for monthly Council reporting.
• Maintains the billing of tuition and tuition assistance.
• Serves as the TEFA family liaison by assisting TEFA families and managing TEFA family accounts.
• Keeps the Principal informed of financial issues and any emerging issues among staff or families.
• Communicates effectively within the school community.
• Meets staff development guidelines as set forth by the principal, the Department of Catholic Schools, and/or the Archdiocese of San Antonio.
• Demonstrates professionalism in conduct, demeanor, and work habits.
• Maintains a work schedule that maximizes availability to the school, students, and staff.

Important job functions:

• Consults with and advises the Principal on business and financial matters.
• Collaborates with others to enhance the work environment and support planning.
• Collaborates with Church staff in shared financial and operational matters. 
• Prepares, administers, and reviews the annual fiscal budget in collaboration with the Principal, Pastor, and Finance Council.
• Maintains an appropriate filing system (paper and digital) for accounts receivable and other operational documents.
• Coordinates, monitors, and controls all school departmental and organizational funds daily.
• Oversees counting and depositing of all school funds; manages school bank accounts.
• Recommends and implements procedures and/or actions for the purpose of policy adherence and improving efficiency to meet the accounting objectives of the school, the Department of Catholic Schools, and the Archdiocese of San Antonio.
• Develops reporting procedures and internal controls to ensure timely, accurate completion of reporting and record-keeping requirements.
• Maintains a responsible cash flow management system and maximizes cash management resources.
• Provides accurate, timely financial reports; consults with and advises the Principal; and brings any financial concerns to their attention as soon as they become apparent.
• Manages any incidental billing for school family charges.
• Oversees the school’s Square and Stripe account activity and reconciliation
• Communicates effectively with parents and vendors.
• Solicits and reviews vendor agreements, bids, and quotes; provides recommendations to the Principal.
• Participates in all school staff meetings and Finance Council meetings as required.
• Attends Archdiocesan meetings and trainings as necessary, representing the school and the Principal.
• All other duties as deemed necessary by the Principal.

Knowledge, Skills, and Abilities:

• Organizational and time management skills.
• Able to communicate effectively in both written and verbal form.
• Able to work well with others in the school community.
• Able to maintain confidentiality of information regarding school financial and other information.
• Skill in handling multiple tasks simultaneously.
• Skill in organizing and relating information in an understandable format.
• Skill in job-appropriate technology.
• Skill in critical thinking and planning.
• Skill in handling money and purchases.
• Ability to train and mentor other employees.

Working conditions:

• Required to work some nights and weekends.
• Required to manage moderate to high levels of stress.
• Required to work a minimum of a full school day.
• Required to work in standard office and school conditions.

Mental/Physical Demands:

• Required to lift or carry equipment and supplies.
• Required to maintain a professional composure.
• Required to sit, stand, bend, stoop, reach, grab, pull, and communicate daily.
• Required to perform repetitive physical tasks such as computer keyboarding, writing, and reading daily. 

Requirements

QUALIFICATIONS:

• Bachelor’s degree in accounting or related field, with coursework in business, math, accounting, or bookkeeping. Master’s degree preferred.
• Previous experience in all aspects of the budget process. 
• Successful bookkeeping or accounting experience, minimum of four years, required.

Minimum Knowledge and Skills:

• Knowledge of accounting principles and practices.
• Experience with various computer applications, specifically ParishSOFT, FACTS Management, Square, and Stripe Platforms
• Working knowledge of Microsoft Word, Publisher, Excel, and PowerPoint.
• Working knowledge of Google Docs, Google Sheets, Google Slides, and Google Meet.
• Effective oral and written communication skills.
• Excellent customer service skills.
• Ability to prioritize and organize work effectively.
• Accurate recordkeeping and efficient filing skills.
• Bilingual (English-Spanish) preferred but not required.
• Knowledge and understanding of the Catholic Church.
• Thorough understanding of non-profit accounting, bookkeeping, and financial management systems.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.