Job Title: Accounts Payables and Budget Coordinator
Department: Business Office
Reports to: Controller
FLSA Status: Full-time, Exempt, Salaried
Date: March 2025
MISSION
The unique mission of Marist School to form the whole person in the image of Christ is created by blending three distinct traditions: the pursuit of academic excellence, the heritage of Catholic education, and the spirit of the Society of Mary. This mission is advanced through communal pursuit of excellence in academic, religious, extracurricular, leadership, and service programs.
DIVERSITY STATEMENT
Marist School seeks to foster a community of inclusion that respects the dignity of the individual in the areas of age, gender, religion, ability, socioeconomic status, race, ethnicity, culture, and sexual orientation. This obligation to build a community of inclusion is based on Sacred Scripture, the Teachings of the Catholic Church, and the spirit and traditions of the Society of Mary. All members of the Marist School community are responsible for advancing an understanding of and respect for diversity.
SUMMARY
The Accounts Payables and Budget Coordinator is hired by the Vice President for Finance and reports to the Controller. This position is responsible for payments, budgets, and special projects within the Business Office.
SCOPE OF RESPONSIBILITY
This position is responsible for the stewardship of Marist School resources through vendor payments and relations, budget monitoring, and upholding school policies related to expenditures for internal and external groups.
ESSENTIAL FUNCTIONS
Accounts Payable:
- Record invoices and issue vendor payments in a timely manner
- Prepare bi-weekly check runs
- Monitor vendor payment agreements to find discounts that can be used to reduce invoice amounts
- Manage vendor relations; work with vendors to reconcile invoices
- Maintain vendor W9 forms and complete TIN matching, issue 1099’s
- Manage all school credit card and online purchasing account activity
- Work with cafeteria manager to prepare monthly cafeteria billings and ensure timely reporting
- Maintain spreadsheet of capital spending
- Audit support as needed
Budget Coordination:
- Work with Controller and Vice President for Finance on annual budget requests, issue monthly budget reports and prepare monthly summary reports.
- Work with Department Chairs, Athletics Department and parent volunteers to monitor budgets, review revenue and expense activity and resolve discrepancies
- Monitor general ledger expense and holding accounts on a monthly basis
- Manage online budget access for all departments
Other:
- Manage employee Expense Reimbursements
- Complete electronic check and cash deposits
- Post transactions to sub-ledgers daily
- Main contact for all credit card activity
- Maintain spreadsheets for ongoing projects
- Other duties, as assigned
QUALIFICATIONS
- Bachelor’s Degree is required.
- 3-5 years of experience in Accounting, Finance, or related Business Office operations.
- Experience in an independent school setting is preferred.
- Ability to work both independently and collaboratively.
- Excellent organizational skills.
- Excellent customer service and problem-solving skills.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office Suite.
- Knowledge in Blackbaud FNXT and Paymerang software systems is preferred
ACKNOWLEDGMENT
The employee is expected to adhere to all employer policies and to act as a role model in the adherence to employer policies. The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as as-signed including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.
