Position Summary: The School Financial Coordinator oversees the financial and business operations of Nativity School. This individual manages all accounting functions, prepares financial reports, ensures compliance with diocesan and regulatory requirements, and safeguards the integrity of financial records. The Financial Coordinator serves as the primary liaison collaborating closely with the Pastor, Principal, Finance Council, and school administration to support effective stewardship of resources.

The ideal candidate combines technical accounting knowledge with strong analytical and communication skills, exercising discretion with sensitive information.

Location: Nativity School

Classification: Non-Exempt, Part Time (up to 19 hours per week)

Reports To: Patricia Dukes, Principal

Essential Responsibilities

School Responsibilities

Oversee tuition, fees, and financial aid processing, ensuring accurate billing and collection for all students.
Support families and school administration in navigating the FACTS system to ensure accurate, timely tuition processing and collection.
Communicate with families regarding tuition accounts, payment schedules, and delinquent accounts with professionalism and confidentiality.
Reconcile school tuition revenue, grants, and restricted funds.
Prepare and manage financial records for Extended Day Program, Summer Programs, and other extracurriculars (e.g., uniforms, activities).
Reconcile and process accounts payable, receivable, payroll, and staff reimbursements for the school.
Prepare and monitor the annual school budget in collaboration with the Principal and school advisory committees.
Generate and present monthly and quarterly school financial reports for leadership review.
Track fundraising and stewardship income, ensuring proper allocation of restricted or donor-designated funds.
Assist with grant reporting and compliance as needed.
Manage timecards and payroll.
Prepare and post journal entries for payroll, accrued expenses, prepaid expenses, and payables.
Responsible for preparing and managing all bank deposits, including physically transporting deposits to the bank in a timely and secure manner.
Participate in month-end and year-end financial close for school.
Maintain accurate financial records across all accounts and programs.
Assist with audits, annual financial reviews, and diocesan reporting.
Ensure confidentiality and act with discretion in all matters involving personnel or financial records.
Identify, recommend, and document process improvements into Standard Operating Procedures.
Perform additional duties as assigned by the Pastor or Principal to advance the mission of Nativity School.

Cross-Training and Coverage for Parish Financial Coordinator Responsibilities

Manage parish accounting transactions including accounts payable, receivable, payroll entries, and general ledger maintenance.
Reconcile monthly parish bank and credit card statements; investigate and resolve discrepancies.
Prepare parish financial reports (monthly, quarterly, annual) and distribute to the Pastor, Finance Council, and Diocese as required.
Assist in preparing and monitoring the annual parish budget in collaboration with the Pastor and Finance Council.
Oversee offertory accounting, special donations (memorial gifts, stock, etc.), and parish fundraising accounts.
Prepare materials for and attend quarterly Finance Council meetings, providing accurate reporting and financial insights.
Ensure compliance with diocesan policies, civil reporting, and nonprofit accounting standards.
Support annual parish audits/reviews and provide requested documentation.
Maintain records for vendor contracts, insurance, utilities, payroll, and maintenance expenses.
Manage timecards and payroll.

Key Relationships

Reports directly to the Principal (School).
Collaborates with the school advisory committees, and diocesan offices.
Works in partnership with parish and school staff, volunteers, and development/fundraising leaders.

Required Qualifications

Bachelor’s degree in Accounting, Finance, or related field (required).
CPA certification or CPA track a plus.
3 years of accounting or finance experience.
Strong knowledge of Generally Accepted Accounting Principles (GAAP).
Knowledge of nonprofit or fund accounting; experience with parish/school finances preferred.
Proficiency with accounting systems (Sylogist, Martus, Jet Reports), payroll systems (ADP a plus), and advanced Excel skills.
Proficiency with FACTS Tuition Management software
Excellent analytical and problem-solving abilities, with keen attention to detail.
Strong organizational skills, ability to manage multiple priorities, and meet critical deadlines.
Strong communication and interpersonal skills, with the ability to explain financial matters to staff, families, volunteers, and clergy.
Commitment to maintaining confidentiality and upholding the highest ethical standards in financial stewardship.
Demonstrated alignment with the mission and values of the Catholic Church; ability to foster a culture of stewardship and service.

Additional Information

Workload is seasonal, with increased activity during quarter-end, year-end, and tuition enrollment cycles.
Evening meetings (e.g., Finance Council) may be required.
Must be able to pass background screening and complete Diocese-required trainings.
Spanish language proficiency a plus.

Working Conditions/Physical Requirements: The requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Ability to operate standard office equipment, including computers, copiers, and telephones. Proficient in Microsoft Office Suite, including Word, Outlook and Excel. Communicate effectively verbally and in writing. Valid driver’s license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials.

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School Financial Coordinator