A. Maintain all aspects of cash management including cash receipts and disbursements
1. Oversee the Preparation and posting of all necessary financial transactions for institutional operations to ensure that all cash is properly accounted for and safeguarded at all times, including bank reconciliations for each cash/investment account.
2. Maintain all business relationships with the banks with which the School has depository or credit accounts.
3. Maintain all business relationships with credit card merchant processors, including overseeing the bidding process and analysis of operational services.
4. Review all investment accounts to determine restricted and unrestricted endowment funds are properly categorized and disbursed.
5. Direct the activities associated with the security and investment of the School’s assets and funds.
6. Oversee the posting of approved supplier/vendor invoices.
7. Review accounts payable to suppliers/vendors to ensure and execute timely payment of invoices.
8. Assist the Business and Finance Committee of the Board of Trustees in maintaining fiscal operations and the proper investment of portfolio funds.
9. At the beginning of each semester, coordinate the billing of all tuition and fees.
10. Document and revise when necessary, all financial procedures.
B. Maintain general ledger and subsidiary ledgers for accounts receivable and accounts payable and maintain supplier/vendor files
1. Perform analytical review of the general ledger transactions as they relate to the School’s operations. Such analytical review will include, but is not limited to:
i. Account analysis of each balance sheet account.
ii. Reconciliation of specific accounts to detailed subsidiary ledgers.
iii. Reconciliation of specific income and expense accounts.
2. Review the accounts receivable and accounts payable ledgers to ensure that all cash due to the School is collected in a timely fashion and all suppliers/vendors are paid within their proper terms.
3. Review the tuition receivable and financial aid payable ledgers to ensure that tuition due to the School is collected in a timely fashion and financial aid is paid to qualifying students within their proper terms.
4. Learn and utilize all relevant software platforms in order to execute all financial and accounting operations (Populi, MIP, Stripe, GivingFuel, etc.).
5. With the Bookkeeper, maintain all supplier/vendor files for compliance with Forms W-9, certificates of liability, and workers compensation insurance policies.
6. Assist in the acquisition of supplies and equipment as well as the agreements for servicing of equipment at all campuses.
7. Maintain filing of contracts, agreements, and other documents pursuant to financial and legal matters for all campuses.
8. With the Bookkeeper, prepare Forms 1099-MISC and 1099-NEC annually as required.
C. Prepare financial statements for the School’s operations
1. On a monthly basis, unless requested more often, prepare and distribute the following financial documents to key personnel associated with the School:
i. Reconcile each balance sheet account to a supporting detailed document.
ii. Reconcile all tuition related income accounts between the student information system and the accounting general ledger software. Provide the President with an eight-week mini cash flow projection.
iii. Meet with the President to review progress in the duties assigned to this position.
iv. Detailed Balance Sheet
v. Detailed Income Statement versus Budget, by originating source and consolidated
vi. Enrollment data as requested, by originating source and consolidated
vii. Statistical analysis and graphs as requested, by originating source and consolidated
viii. Perform other duties as assigned by the President.
2. On a quarterly basis, provide the members of St. Bernard’s Board of Trustees the following financial documents 10 days before its scheduled meeting:
i. All documents listed in the prior point (C. 1
Any further reports requested by the Chair book of the Board, the President, the Board of Trustees, and/or the Business and Finance Committee of the Board.
3. On a bi-weekly basis, provide documentation according to the agenda for the Internal
4. At year-end, provide the external auditors with any documents/information they request.
5. As needed, review with the President:
i. Any and all known issues and/or problems involving the student information system (both hardware and software).
ii. Any and all known issues and/or problems involving tuition collection status.
6. Provide complete accounting services for and exercise fiscal oversight of all campuses.
D. Prepare, implement, and maintain the School’s financial budget
1. Assist the President and the IFC in developing and implementing the annual budget:
i. Establish a collaborative process of budget creation, incorporating all offices and considering objectives outlined in the Five-Year Strategic Plan
ii. Present, review, discuss, and obtain approval from all of the School’s offsite locations for their respective proposed budgets.
iii. Issue monthly reports to offices concerning spending and budget allocation
E. Manage internal/external relationships & reporting
1. Assist the Director of Admissions and Student Services in successfully dispersing financial aid and managing scholarship accounts.
i. Provide regular updates and statements on scholarship balances to the Director of Admissions and Student Services.
2. Assist the Director of Development in tracking and processing all donations, bequests, and other charitable gifts.
3. Assist the Director of Marketing and Communication in reviewing and filing sponsorship initiatives.
4. Assist the Chair of the Business and Finance Committee of the Board in the preparation and presentation of the Committee’s report at St. Bernard’s quarterly Board of Trustees meetings.
5. Oversee internal and external audits and preparation of audit reports.
i. Assist the external auditors in preparing any School related tax returns
ii. When the audit is complete and the Financial Statement are received, enter the the statements into EZ-Audit for the Feds.
iii. Ensure compliance with other State and Federal tax laws.
6. Prepare and submit additional required Association of Theological Schools, State, and Federal reports
7. Implement student billing policies and collect revenues from student tuition/fees.
i. Assist students throughout the billing process with any questions or concerns related to payment plans, payment methods, due dates, etc. in a manner consistent with School policies and customer service best practices.
ii. Understand and execute the unique billing and payment structures for each entity responsible for student tuition and fee payments, including but not limited to the Dioceses of Rochester, Albany, Syracuse, Buffalo, and Allentown, PA.
8. Properly track and invoice all reimbursable expenses due from the Diocese of Rochester and all other dioceses that fall under the School’s operation.
i. Maintain a good working relationship with the various departments at the Diocese of Rochester and all other dioceses that fall under the School’s operation.
9. Analyze contractual obligations of the School to ensure consistency with overall financial goals, objectives, and plans, and compliance with the institution’s financial policies, procedures, and standards.
F. Maintain faculty/staff member employment files and process payroll for the School’s employees
i. In cooperation with the Executive Assistant, advertise for needed positions, collect applications, and coordinate with the search committee.
ii. Perform on-boarding and off-boarding process for all employees, contractors and adjuncts and maintain complete employee files, particularly with respect to Safe Environment and Sexual Harrassment Prevention training through the Diocese of Rochester.
iii. Ensure annual performance reviews are completed in a timely fashion for each staff member.
i. Review approved weekly timecards and paid time-off records for staff members.
ii. Review payroll for the School’s faculty/staff members as approved by the President.
iii. Prepare, submit, and process the necessary payroll information with the payroll processing company and post the payroll register journal entries in the general ledger.
iv. Have the President approve each payroll run with his signature.
v. Review all quarterly payroll tax returns as prepared by the payroll processing company.
vi. Review year-end related payroll tax forms such as Forms W-2 and ensure timely distribution to employees.
vii. Maintain payroll and benefits operations, collaborating with the Diocese of Rochester and various benefits vendors.
1. Learn and utilize payroll and human resources management software (ADP).
2. Communicate all necessary payroll and benefits information with all School employees and contractors.
3. Communication concerning benefits should occur at least once a year during benefit renewal (October/November).
3. In collaboration with the Academic Dean, process, file and pay adjunct faculty contracts according to their terms.
The successful can candidate will have:
Reports to: the President
Please send a cover letter, resume and three references (names, affiliations, and contact information) to:
Mrs. Kelly Brunacini