Athletic Department Bookkeeper & Finance Coordinator

Beverly Public School District; Beverly (MA); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Sylvania seeks an Athletic Department Clerk to support the Athletic Director with clerical and bookkeeping duties. Responsibilities include data entry, accounts payable and receivable, paying vendors, managing registrations, scheduling buses and preparing season-end certificates.

The ideal candidate has strong organizational and communication skills, proficiency with word processing, databases and spreadsheets, and the ability to work professionally with students, families, staff and vendors in

Qualifications

• Associate degree in Accounting/Business preferred or equivalent office experience.
• Strong communications with personnel at all levels.
• Ability to work independently and exercise good judgment.
• Proficient with word processing, database and spreadsheet applications.

Responsibilities

• Handle accounts payable/receivable and vendor warrants.
• Manage registrations, schedules and online payments.
• Maintain athletic equipment inventory and purchase orders.
• Prepare certificates and team photos for end of season banquets.

Skills

Accounting basics

Data entry

Communication

MS Office

Education

Associate degree in Accounting/Business

Tools

Word processing

Spreadsheet

Database

PC skills

Job description

Job Summary

Under the supervision of the Athletic Director, performs clerical and bookkeeping duties for the Athletic department. Includes the following; other duties may be assigned.

• Perform all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintain records and files for all office correspondence and financial records.
• Accounts Payable: Input vendor invoices to produce, print and proof Athletics vendor warrant.
• Present warrants to Director of Finance for review and signature.
• Copy, match and file invoices. Reconcile statements and accounts.
• Accounts Receivable: Collect user fees and gate receipts. Deposit monies at bank and forward deposit receipts to Business Office.
• Manage online registration, schedules and online payments. Monitor scholarship lists and calculate fees due from athletes. Maintain spreadsheet for fees collected including gate receipts.
• Maintain data base of Athletes physicals.
• Prepare certificates and team photos for end of season banquets.
• Maintain athletic equipment inventory
• Schedule buses as needed for athletic events
• Analyze accounts on monthly basis, requesting adjustments through the Business Office. Report to the Director of Finance on a monthly/seasonal schedule.
• Order supplies and equipment; input purchase orders into accounting system.
• Communicate in a professional and courteous manner with students, caregivers, school and city personnel, as well as vendors as necessary to ensure timely and accurate flow of paperwork.
• Other duties as assigned by the Athletic Director, Superintendent of Schools and/or their designee.

Qualifications

• Associate’s Degree in Accounting/Business preferred, or demonstrated equivalent office experience in a progressively responsible position.
• Demonstrated skills in communications with personnel at all levels of the organization.
• Ability to work independently and exercise good judgment.
• Ability to interpret personnel policies and procedures and union contracts.
• Demonstrated organizational skills, flexibility and high energy level.
• Ability to calculate figures and amounts.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving several variables in standardized situations.
• Expertise and skill in utilizing personal computers, word processing, database and spreadsheet applications.
• Excellent customer service, interpersonal and organizational skills.
• Excellent written and oral communication skills.

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting and computer work
• Frequent use of office equipment
• Occasionally lift or move materials weighing up to 25 pounds

Work Environment

Work is performed primarily in a professional office environment with frequent interaction with district employees, vendors, families and community members

Compensation

• Compensation is set in accordance with the AFSCME School Administrative Assistants collective bargaining agreement.
• Grade: 3
• Step: to be determined
• FLSA Status: Non-Exempt
• Full-time school year employees regularly work 35 hours per week for 195 days which includes 180 days while school is in session. The remaining fifteen (15) days will be worked 5 days before the opening of school, 5 days after the close of the school year and 5 days at the discretion of the building principal.
• Work Hours: Monday through Friday 8:00 AM - 4:00 PM

Employment Eligibility

• Employment is contingent upon successful completion of a CORI and SORI background check and fingerprint-based national criminal history check, in accordance with Massachusetts law.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.