Bookkeeper and Administrative Assistant

Girls Leadership Academy of Wilmington; Wilmington (NC); On-site; USD 40,000 - 45,000; Full time

Job summary

Beacon Education is seeking a Bookkeeper and Administrative Assistant to support the leadership team and multiple campuses, including GLOW Academy and Spark Academy. The role covers finance, HR, admissions, and operations, with a focus on accuracy and confidentiality.

On-site at the Beacon Education office on GLOW Academy’s campus in Wilmington, NC, with occasional site visits to Spark Academy. Responsibilities include coordinating invoicing, reconciliations, onboarding, and records management.

Qualifications

• Bachelor’s degree preferred; equivalent combination of education and experience considered.
• Previous administrative, Finance, HR, operations, or office management experience.
• Strong organizational skills with the ability to prioritize multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Proficiency with Microsoft Office and Google Workspace.
• Experience with HRIS, payroll, or accounting systems preferred.
• Ability to handle sensitive and confidential information with discretion.
• Successful completion of a required background check is a condition of employment.
• Possession of a valid TB test issued by the local county board of health or recognized medical authority is required for employment.

Responsibilities

• Manage and coordinate finance and information inboxes; respond to inquiries.
• Prepare weekly AP documentation for Beacon Education, GLOW Academy, Spark Academy.
• Coordinate monthly reconciliations and supporting docs.
• Assist Finance Manager with bookkeeping tasks.
• Coordinate sales tax reimbursement claims and records.
• Maintain organized electronic and physical records; support special projects.
• Prepare offer letters and onboarding docs; coordinate onboarding via BambooHR.
• Communicate onboarding requirements and deadlines to new hires.
• Manage employment verification, background checks, and new hire reporting.

Skills

Organizational skills

Communication skills

MS Office & Google Workspace

HRIS / Payroll / Accounting systems

Discretion with confidential info

Background check

TB test

Education

Bachelor’s degree preferred

Equivalent education/experience

Tools

HRIS

Payroll systems

Accounting software

Job description

Overview

Beacon Education is seeking a Bookkeeper and Administrative Assistant to provide accounting and administrative support to the Beacon Education leadership team. Through this work, the Bookkeeper and Administrative Assistant also supports the leadership and administrative teams at GLOW Academy and Spark Academy. The role provides support across finance, human resources, admissions, and general operations. The ideal candidate is service-oriented, dependable, resourceful, and able to manage multiple priorities while maintaining a high level of accuracy and confidentiality.

This role is primarily based on-site at Beacon Education’s office, located on the campus of GLOW Academy (4100 Sunglow Drive, Wilmington, North Carolina). At times, this role will visit and work at Spark Academy. While occasional remote work may be considered, it is not a regular part of the role.

Major Responsibilities

Finance & Administrative Support

• Manage shared finance and information inboxes and respond to inquiries as appropriate
• Prepare weekly accounts payable documentation for Beacon Education, GLOW Academy, and Spark Academy
• Coordinate monthly credit card and purchase order reconciliations and supporting documentation
• Support Finance Manager in weekly and monthly bookkeeping functions and tasks
• Coordinate sales tax reimbursement claims and related recordkeeping
• Maintain organized electronic and physical records and documentation
• Support special projects and operational initiatives as assigned

Human Resources & Onboarding

• Prepare offer letters and onboarding documentation for new hires
• Coordinate employee onboarding through BambooHR and other required systems
• Communicate onboarding requirements and deadlines to new employees
• Manage employment verification, background check, and new hire reporting processes
• Provide benefits enrollment information and support to eligible employees
• Maintain employee files and HR records in accordance with organizational requirements
• Assist with employee lifecycle administration, including personnel record maintenance

Admissions & Outreach Support

• Respond to routine admissions inquiries and direct questions to the appropriate staff member when needed
• Register schools for community events and coordinate logistics
• Assist with admissions-related communications, mailings, events, and other outreach activities
• Provide administrative support for receipt processing and expense tracking
• Provide administrative support for GLOW Academy’s Summer Leadership Camp and other student programs, as needed

Systems & Operations

• Manage and maintain access to various organizational systems and platforms
• Post employment opportunities and update career-related content on the school website
• Support website updates and other operational communications as needed
• Serve as a resource for staff seeking assistance with administrative processes and systems
• Maintain confidentiality of employee, student, and organizational information

Qualifications

• Bachelor’s degree preferred; equivalent combination of education and experience considered
• Previous administrative, Finance, HR, operations, or office management experience
• Strong organizational skills with the ability to prioritize multiple tasks and deadlines
• Excellent written and verbal communication skills
• High level of attention to detail and accuracy
• Proficiency with Microsoft Office and Google Workspace
• Experience with HRIS, payroll, or accounting systems preferred
• Ability to handle sensitive and confidential information with discretion
• Successful completion of a required background check is a condition of employment
• Possession of a valid TB test issued by the local county board of health or recognized medical authority is required for employment

Position Details

• TITLE: Bookkeeper and Administrative Assistant
• REPORTS TO: CEO/President
• SALARY: $40,000-$45,000

Benefits

Our comprehensive benefits package includes:

• Health insurance through the State Health Plan of North Carolina
• Employer-paid dental, long-term disability, and life insurance
• Additional voluntary benefits available at the employee’s expense
• An industry-leading 401(k) program with employer match
• Employee-accrued paid sick, annual, and personal leave
• Discounted childcare for employee's dependents at Spark Academy

Organizational Overview

At Beacon Education, we are driven by the belief that a child’s zip code should not determine their destiny. By ensuring equitable access to high quality education, we empower children and their families to close and even reverse the achievement and opportunity gaps. Beacon Education powers the Girls Leadership Academy of Wilmington (GLOW Academy), an all-girls public charter school, which opened its doors in 2016 with its first 6th-grade class of 100 girls. As of 2023, Beacon Education also powers Spark Academy, a state-of-the-art, Early Childhood Development Program designed to nurture all children Ages 6-weeks to 5 years old.

Learn more about our exciting work: Beacon Education Spark Academy GLOW Academy