The Bookkeeper and Administrative Assistant supports Garden Academy's strategic objectives through the management of its financial operations and the procurement of goods and services. This role is responsible for maintaining accurate and compliant financial records, including managing accounts payable and receivable, and assisting with audit preparations. Additionally, it encompasses the procurement process, ensuring the efficient acquisition of goods and services while optimizing cost-effectiveness and maintaining strong vendor relationships. The position demands a strong focus on regulatory compliance, continuous professional development, and effective collaboration with both internal and external stakeholders to support Garden Academy's mission and strategic efforts.

Essential Duties and Responsibilities

Financial Management and Reporting

• Coordinate and oversee all phases of accounts payable and receivable, ensuring accuracy, timeliness, and compliance with financial policies
• Assist in the preparation of materials for the yearly audit and the 5500 filing, ensuring that financial records accurately reflect the Academy's operations
• Monitor and invoice all tuition billing and purchases using the QuickBooks database

Procurement of Goods and Services

• Solicit and evaluate bids for services, including but not limited to building maintenance, school van insurance and van maintenance
• Identify, evaluate, and recommend vendors for the supply of goods and services.

Regulatory Compliance and Reporting

• Collaborate with the accounting team to ensure compliance with all applicable state education department financial reporting and auditing requirements, including adherence to N.J.A.C. regulations and the mandated tuition contract provisions
• Assist the accounting team to prepare financial reports in accordance with N.J.A.C. 6A:23A regulations

Collaboration and Communication

• Coordinate communication with school districts and families regarding billings and collections
• Collaborate with external partners and internal stakeholders to ensure seamless financial operations
• Miscellaneous on-going front office administrative tasks such as file maintenance, monitoring mail, assisting with correspondence and mailings, greeting guests, appointment setting, and answering the phone, as needed

Professional Development

• Engage in continuous learning and development in financial management, educational accounting practices, and relevant technology platforms, including QuickBooks
• Participate in professional development opportunities to stay current with best practices in school financial management and regulatory compliance

Strategic Fundraising Support

• Provide financial reporting and analysis to support Garden Academy's strategic fundraising efforts, aligning financial management practices with the Academy's goals for diversified funding streams
• Maintain accurate records of all monies earned through fundraising activities, ensuring transparency and accountability in financial reporting to stakeholders

Technology Proficiency

• Utilize QuickBooks Online and other financial software proficiently, ensuring efficient and accurate financial data management
• Leverage technology to enhance financial reporting, analysis, and decision-making processes

Position Requirements

• High School diploma or GED (Two years college or equivalent work experience preferred)
• Experience with QuickBooks Desktop and QuickBooks Online
• Proficiency in Microsoft Office, GSuite, and database management
• High level of interpersonal skills to handle sensitive and confidential situations
• Excellent written and verbal communication skills
• Attention to detail and commitment to continuous professional development

Job Type: Full-time

Pay: From $52,500.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Do you have experience with QuickBooks or QuickBooks online?

Ability to Relocate:

• West Orange, NJ 07052: Relocate before starting work (Required)

Work Location: In person