Bookkeeper

The Illinois Association of School Administrators; South Beloit (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

The Illinois Association of School Administrators seeks a Bookkeeper to oversee the district's financial operations, ensuring fiscal integrity and compliance. You will manage accounting services, grants, budget development, payroll support, and annual audits, aligning with district leadership and external auditors.

Responsibilities include A/R, A/P, cash management, investments, and financial reporting, plus coordinating tax levy and insurance program finances to support the district's

Qualifications

• GAAP, governmental/school district accounting principles and internal controls.
• State and federal grant administration, including budgeting, reporting, and reimbursement.
• Accounts payable/receivable, payroll, cash management, and investments.
• Annual budget development, tax levy, audit coordination, and long-range planning.
• Transportation and food service financial operations and related reimbursements.

Responsibilities

• Oversee accounts receivable and reconcile funds daily.
• Manage accounts payable, purchase orders, invoices, and check runs.
• Monitor district investments and cash flow to ensure stability.
• Coordinate grant administration, reporting, and compliance.

Skills

GAAP

Fund accounting

Financial reporting

Budgeting

Internal controls

Tools

Microsoft Office (Excel)

Job description

The Bookkeeper is responsible for planning, directing, and administering the district's financial and business operations to ensure fiscal integrity, regulatory compliance, and efficient use of district resources. This position oversees accounting services, including accounts payable, accounts receivable, cash management, investments, and financial reporting; administers state and federal grant programs; coordinates budget development, tax levy preparation, payroll support, and the annual independent audit; and manages the financial operations of the district's self-funded insurance program. The Business Manager collaborates closely with the Superintendent, Board of Education, district administrators, auditors, financial institutions, and governmental agencies to provide strategic financial leadership, maintain sound internal controls, and support the district's educational mission through responsible stewardship of public funds.

Accounting Services

• Manage and oversee the accounts receivable (A/R) function, including reconciling incoming funds and processing daily bank deposits for all schools and departments.
• Administer accounts payable (A/P), including receiving and processing purchase orders, entering weekly invoices and check requests, and coordinating the monthly Board of Education check run.
• Oversee district investments and monitor cash flow to ensure fiscal stability.

State and Federal Grant Administration

• Prepare and submit all required monthly, quarterly, and annual state and federal g rant reports, including GATA and other expenditure reports.
• Oversee transportation grant funding by preparing and submitting transportation reimbursement reports and reconciling transportation fund accounts.
• Collaborate with the Food Service Supervisor to manage the financial operations of the district's food service program, including grant compliance and reporting.
• Provide fiscal oversight, accounting, and reporting for federal and state grant programs, including IDEA, ESEA (Titles I, II, and IV), and Preschool for All.
• Coordinate the development of the district's annual budget in collaboration with the Superintendent and prepare monthly financial reports for presentation to the Board of Education.
• Manage the preparation and administration of the district's annual tax levy.
• Coordinate the annual independent financial audit by preparing and organizing financial records for external auditors.
• Assist with payroll preparation, payroll cost calculations, and related financial reporting.

Insurance Fund Administration

• Oversee the financial administration of the district's self-funded insurance program.
• Coordinate with third-party administrators to review and approve weekly medical, dental, and prescription claims payment batches.
• Monitor stop-loss fund balances and work with administrators to process weekly and monthly stop-loss claims while maintaining accurate financial records.

Qualifications

• Governmental and school district accounting principles, budgeting, financial management practices, Generally Accepted Accounting Principles (GAAP), fund accounting, and internal financial controls.
• Illinois school finance laws, State Board of Education (ISBE) financial reporting requirements, and applicable federal and state regulations.
• State and federal grant administration, including grant budgeting, reporting, compliance, and reimbursement procedures.
• Accounts payable, accounts receivable, payroll accounting, cash management, investments, and financial reporting.
• Annual budget development, tax levy preparation, audit coordination, and long-range financial planning.
• Transportation and food service financial operations and applicable reimbursement programs.
• Employee benefit and self-funded insurance plan administration, including stop-loss and claims processing.
• Financial management software and payroll systems, Microsoft Office applications (particularly Excel), and data analysis tools.
• Purchasing procedures, procurement regulations, contract administration, and sound business practices.
• Effective supervisory, organizational, communication, and problem-solving techniques.
• Ability to interpret and apply Board policies, administrative procedures, and applicable laws and regulations.

Salary/Benefits

Based upon education and experience.