Business Office Assistant Job at Highlands School in Birmingham

Highlands School is a vibrant leader in independent education in the Birmingham metropolitan region. Highlands School's whole-child focused academic program – guided by a comprehensive emphasis on physical, social-emotional, creative and intellectual development – educates and inspires students in preschool through 8th grade. The School was founded in 1958 and holds dual accreditation with the Southern Association of Independent Schools (SAIS) and Cognia.

Position Overview: Highlands School is seeking an experienced Business Office Assistant to handle all bookkeeping for the School. The ideal candidate will have 5+ years as a full-charge bookkeeper or 3+ years as an accountant handling A/P, A/R, payroll, billing, cash receipts, account analysis and reconciliation, preparing schedules, and assisting with or handling an annual audit. Independent school experience is a plus. This is a full-time, 12-month hourly staff position reporting to the Director of Finance and Operations.

Key Responsibilities:

1. Accounts Payable: Issue purchase orders. Process vendor invoices, check requests and weekly check run. Handle vendor inquiries on past due invoices.
2. Accounts Receivable: Generate/record billing for tuition, extended day, camp, and miscellaneous charges in FACTS.
3. Enrollment Contracts: Prepare enrollment contracts for returning and new students. Set up payment plans.
4. Financial Aid: Compile data from financial aid applications. Enter financial aid awards into contracts and billing.
5. Cash Receipts: Apply cash receipts and payments to parents’ accounts. Prepare and make deposits.
6. Payroll: Prepare monthly payroll. Conduct I-9 verifications.
7. Account Analysis/Reconciliation: Reconcile bank account statements, FACTS records, and other accounts as necessary to school’s books. Reconcile donation records to school’s books. Reconcile financial aid awards to billing. Prepare schedules. Respond to budget allocation inquiries.

Additional Responsibilities:

• Create FACTS forms for auxiliary program registrations.
• Assist with carpool.
• Other duties as needed and assigned by the Head of School and/or Director of Finance and Operations.

Preferred Qualities and Qualifications:

• 3+ years as an accountant performing bookkeeping duties or 5+ years as a full-charge bookkeeper/controller.
• Must be organized, both with time and environment, and timely and accurate with work.
• Knowledge of Microsoft Outlook and Word. Proficient in Excel.
• Knowledge of FACTS, QuickBooks Online, QuickBooks Bill Pay, and Veracross a plus.
• Good communication and interpersonal skills.
• Ability to work collaboratively with diverse groups, including staff, teachers, parents and volunteers.
• Ability to maintain confidentiality and sensitivity.

Please be sure to include BUSINESS ASSISTANT 2025 in your subject line when emailing your application.

*We cannot accept electronic signatures on the application. Candidates must scan or send an application with an original, print signature.

Highlands School does not discriminate based on race, creed, color, religious belief, gender, age, national origin, ancestry, disability, marital status, sexual orientation, status with regard to public assistance, veteran status or any other protected class pursuant to applicable local, state or federal laws.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

• Kavita Vasil, Head of School
• Highlands School, 4901 Old Leeds Road, Birmingham, AL 35213
• 205.956.9731

For further information on notice of nondiscrimination, visit https://ocrcas.ed.gov/contact-ocr for the address and phone number of the office that serves your area, or call 1-800-421-3481.