Finance Office Assistant

Calvert Hall; United States; On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Employee assistance program

Tuition remission

Professional development incentives

403b matching

Life insurance

Job summary

Calvert Hall College High School in the United States seeks a Finance Office Assistant for the 2026-2027 school year. This full-time, non-exempt role processes vendor payments weekly, enters data, prints checks, and manages deposits.

On-site schedule 7:30 AM–3:30 PM, with comprehensive benefits including health, dental, vision, 403b matching, tuition remission, and development incentives. Annual base salary ranges $50,000–$55,000.

Qualifications

• 3–5 years of billing and cash receipts experience.
• Proven track record and stable work history.
• Team player and reliable.

Responsibilities

• Process invoices, check requests, and reimbursements using AP software.
• Monitor accounts payable and serve as main staff/vendor contact.
• Scan invoices and ensure proper documentation and coding.
• Resolve issues with programs or personnel as needed.
• Set up new vendors and collect W-9 information.
• Ensure 1099 compliance and proper vendor labeling.
• Respond to vendor and internal inquiries; document follow-up.
• Research payment problems (past due, credits, etc.).
• Perform reconciliations of accounts payable and prepaid accounts.
• Assist with financial audits.
• Handle other projects as assigned.

Skills

Attention to detail

Communication skills

Team player

Microsoft Office

Accounts payable

Tools

Blackbaud NXT

Accounts Payable software

Job description

CALVERT HALL IS CURRENTLY SEEKING A FINANCE OFFICE ASSISTANT FOR THE 2026-2027 SCHOOL YEAR

Calvert Hall College High School, a Catholic and Lasallian college preparatory school, provides a diverse community of young men with a broad and balanced human and Christian education through excellent academic and extracurricular programs that promote leadership, achievement, and service within the church and community.

Calvert Hall does not discriminate based on race, color, religion, national or ethnic origin in the administration of its policies for education, admission, employment, scholarship, financial assistance, athletics, and other school-administered programs.

This full-time, non-exempt position is responsible for processing vendor payments for Calvert Hall College High School on a weekly basis. The Finance Office Assistant ensures all required information is correctly entered in the Accounts Payable system, checks are printed and distributed, and the bank is notified of the checks included in each check run. The Finance Office Assistant is also responsible for the weekly deposit of miscellaneous cash and other funds to the checking account and ensure the deposits are correctly recorded in the accounting system.

HOURS AND COMPENSATION

This hourly position is Monday-Friday from 7:30 AM to 3:30 PM. This position is eligible for full-time benefits, including personal and sick leave benefits. A comprehensive benefits package, including health, dental, vision, employee assistance program, a tuition remission program, professional development incentives, a 403b matching program, and life insurance. Calvert Hall is an equal opportunity employer. The annual base salary for this position is between $50,000-$55,000.

ESSENTIAL FUNCTIONS

• Process invoices, check requests, employee expense reimbursements, credit cards, and other documents using the General Ledger and Accounts Payable document imaging and workflow software in accordance with departmental policies and procedures, ensuring accuracy, timeliness and completeness
• Monitor the accounts payable, and serve as the central point of contact for staff and vendors on all matters
• Scan and review invoices and payment requests for proper supporting documentation, coding, and authorization
• Resolve documentation, coding and authorization issues with programs or program personnel as needed
• Set up new vendors and obtain W-9 information
• Ensure adherence to 1099 requirements including verification of Tax Identification Numbers and correct labeling of vendors
• Respond timely to vendor and internal inquiries to resolve questions and issues; document follow-up efforts; pursue questions and issues until resolved
• Research problems with payments to vendors, such as past due balances, missed payments, account credits, etc.
• Performs reconciliations of accounts payable and prepaid accounts
• Assist with financial audits
• Other projects as assigned

Excellent relational skills with courteous demeanor toward staff, clients, and visitors. Excellent verbal and written communication skills. Exceptional skills required utilizing computer systems and software to perform position functions. Basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), Microsoft Outlook, Excel, Word, and Zoom/Skype. Blackbaud NXT experience is preferred.

REQUIRED EDUCATION AND EXPERIENCE

• 3-5 years of related experience in billing and cash receipts
• Track record that demonstrates success and work stability
• Must be a team player

Management has the right to revise this job description at any time, but you, as an employee, will be informed when that change occurs. The job description is not a contract for employment and either you or the employer may terminate employment at any time.

DEADLINE

Resumes for this position will be accepted through October 23, but interviews may begin before that time.