Print Friendly, PDF & Email
  • Full Time
  • St. Charles
  • Salary: Minimum $55K, commensurate with experience
  • Organization Type: Education

Academy of the Sacred Heart

Academy of the Sacred Heart
Accounting Supervisor
Job Description
Job Summary:

The Accounting Supervisor (AS) reports to the Business Manager (BM). The AS is responsible for supervising the day-to-day operation of the Business Office. The AS coordinates the daily work- load of the Accounting Clerk/Purchasing Coordinator. The AS monitors daily cash flows and makes recommendations to the BM concerning management of cash balances. The AS is responsible for payroll and benefits administration; workers’ compensation administration; oversees accounts payable, cash receipts, student billing; posts accounts payable & miscellaneous cash to the GL; petty cash administration and audit support. The AS maintains a personnel file for each employee and oversees individual vacation and sick leave records. The AS acts as primary liaison between the Business Office and Special Events Coordinator.

The AS will demonstrate leadership by example in communicating effectively with administrators, the internal academic community, staff, and parents.

Primary Responsibilities:

Payroll Administration:

Request and maintain all new employee forms and documents for payroll.  Obtain a background screening for all new employees and volunteers.

Annually prepare/update payroll database using information contained on the salary and compensation worksheet provided by the BM. Update benefit elections, direct deposit accounts and adjust retirement deductions as needed.

Validate time sheets on a bi-weekly basis and electronically transmit payroll for processing on a timely basis.

Complete payroll journal for posting to the general ledger by the BM.

Benefits Administration:

Spearhead the identification, analysis and examination of potential medical, dental, vision, life and long-term disability insurance providers. Prepare comparative presentation for consultation with the BM and make decisive recommendation for selection.

Function as liaison with insurance brokers for plan changes, new contracts, etc.

Ensure the timely submission of employee enrollment forms and confirm accuracy of billing roster on a monthly basis.

Act as point person for administration of 403(b) retirement program.

Function as liaison with plan provider and counsel employees concerning plan options.

Ensure the timely submission of employee enrollment forms and confirm accuracy of billing roster on a monthly basis.

For 403 (b) retirement plan, at fiscal year-end prepare audit summaries to prove liability versus transmission of funds throughout the previous plan year. Work with 403 (b) third party administrator to verify eligibility of employee and confirm W-2 income for employer retirement contribution calculation.

Maintain a current and on-going record of accrued, used, and available personal, sick, and vacation days for each employee.

Workers’ Compensation Administration:

Be knowledgeable of workers’ compensation law, reporting requirements and procedures. Act as school liaison with insurance carrier.

Ensure that on-the-job injuries are reported in a timely manner.

Provide insurance carrier with injured employee’s work schedule, pay rates etc., as requested.

Work with employees through the worker’s comp process and act as liaison as needed.

Petty Cash Administration:

Maintain physical custody of school’s petty cash funds; disburse, monitor, and replenish as necessary.

Maintain disciplined audit trail of appropriate requests and required receipts.

Accounts Payable & Cash Receipts Administration:

Supervise and ensure timely processing of accounts payable and cash receipts.

Review accounts payable invoices prepared by Accounting Clerk for accuracy, completeness and appropriate account distribution. Indicate acceptance by approving payment requests and returning for check preparation.

Review check register for accuracy and import into the general ledger.

Review cash receipts for PayPal, OneCause (special events), and TeamSideline (sports) for accuracy.  Balance with the processing websites.

Review cash receipts for accuracy and import into the general ledger. Perform monthly bank reconciliation and present to BM for review and approval.

General Ledger and Audit Support:

Regularly reconcile general ledger accounts during the year.  At year-end prepare work papers for audit requests for interim audit and final audit.

Prepare workpapers requested by the audit company including payroll and benefit work papers.

Prepare retirement reconciliation paperwork for annual audit and review annual required documents (annual notice to employees, 8955, 5500) prepared by Third Party Administrator. Review with BM for signature and filing.


Human resources support for new and current employees.  This includes posting job opportunities on appropriate websites and reviewing/updating job descriptions.  Act as a liaison between candidates and the school.

Supervise business support of Country Fair, Golf Outing, Silver Tea, Trivia Night, Chemin de Fer and other fund raising events as necessary.

Required Characteristics: The AS must have love of children and be at ease working in an educational setting. The AS must be firm but flexible; be discrete; be a team member; be able to delegate; be a comfortable communicator; have relational qualities and be a leader who fosters staff development.

Technical knowledge Requirements:

Advanced knowledge of:

Generally Accepted Accounting Principles.

Proficient in Microsoft Office, Word, Excel, Outlook

Working knowledge of:           

Inova and Blackbaud-proprietary software for payroll and accounting, preferred.

Human resources management.

Apply online at

Cover letters should be addressed to Tim Horner, Head of School.

Generous benefits, holiday pay, and vacation pay.  Equal Opportunity Employer.