Accounts Payable and Database Specialist

Job Description

Job Description

Position Title: Accounts Payable and Database Specialist

Application Deadline: Open until filled

St. Mary’s Episcopal Day School is a co-educational Episcopal day school located in Tampa, Florida, serving approximately 446 children in Pre-Kindergarten through eighth grade. At St. Mary’s, we pride ourselves on offering our students a nurturing and challenging environment. Students graduate with a robust and well-rounded foundation in academics, athletics, visual and performing arts, technology, foreign language, religion, public speaking, and community service. Our students exemplify the St. Mary’s Episcopal Day School mission: Learn – Love – Lead – Inspiring curiosity, kindness, and dignity in a caring Christian community.

Position Description:

St. Mary’s is seeking an Accounts Payable and Database Specialist. This is a part-time or full-time, benefits-eligible position in the Business Office. This individual will promote a respectful working environment with his/her department and the entire faculty. Work is performed under the supervision of the CFOO and Controller.

Successful candidates will understand and model St. Mary’s mission statement: Learn – Love – Lead – Inspiring curiosity, kindness, and dignity in a caring Christian community. In addition, the Accounts Payable and Database Specialist will have a proven ability to work and communicate well with coworkers, parents, vendors and students, embrace the St. Mary’s Episcopal Day School culture and educational model, collaborate with fellow faculty and staff members, and serve as a contributing member of the school community.

Essential Functions:

St. Mary’s Episcopal Day School seeks a dynamic individual to provide support to the Business Office.

Accounts Payable Specialist responsibilities include:

• Assist with daily accounting activities such as entering invoices into the Paymerang and Blackbaud systems.

• Ensure proper coding of items to the General Ledger

• Prepare vendor payments through the Paymerang system as well as issuing inhouse checks when needed

• Maintain vendor records including addresses, payment preferences and Form W-9

• Prepare, mail and electronically file 1099s

• Serve as the primary point for ordering all books and supplies throughout the year

• Reconcile, initiate payment, and post monthly Amazon billing statement

• Assist with month-end reconciliation of Accounts Payable

• Responsible for organizing, researching, ordering, and sorting all summer teacher supply orders

• Work with teachers to create the student supply lists, and work with vendors to procure the items

• Sort, count, and distribute all summer teacher and student supplies to the appropriate classrooms

• Provide total cost spent on supplies for budgeting purposes

• Maintain and restock supplies in all workrooms

• Work with the CFOO and Controller to provide Accounts Payable information requested during the annual audit

Database Specialist responsibilities include:

• General database entry into the Blackbaud system

• Correct errors and duplications in the database

• Process changes to constituent records in School’s Blackbaud Core database system

• Construct and run reports/lists from database for Advancement and Business Office function

• Perform data entry as needed by Advancement and Business Office functions.

Office Duties

• Provide back-up coverage on the telephones and health room, and willingly help the front office during busy times of the day.

• Assume responsibility for other projects and duties as assigned by CFOO and/or Controller..

• Actively participate in the school’s growth and evaluation framework.

Qualifications:

• Excellent interpersonal, oral, written, and verbal communication skills

• Strong organizational skills with the ability to multitask and prioritize.

• Attention to detail, problem-solving, analytical skills, and ability to work independently.

• Working knowledge of accounts payables and/or Blackbaud Financial Edge NXT, and/or willingness and ability to learn software platform in a timely and thorough basis

• Ability and willingness to work with and/or learn development database

• Solid understanding of generally accepted accounting principles

• Ability to be flexible, dependable, and collaborate.

• Maintain polite and professional communication via phone, e-mail, mail, and in person.

• Strong understanding of the need and ability to maintain confidentiality.

• Positive, supportive attitude and good work ethic.

Education & Experience:

• Undergraduate degree in Accounting or Business Administration preferred

• Five years experience in an Accounts Payables or Accounting role

This position announcement is intended to describe the general qualifications and nature of the level of work to be performed by employees assigned to this position. This is not intended to be a complete list of all duties, skills, and responsibilities that are required or may be required in the future.

St. Mary’s Episcopal Day School conducts background checks, including but not limited to level two fingerprinting, credit checks, and may use a third-party administrator to conduct these checks. Background checks will be performed in compliance with the Fair Credit Reporting Act. St. Mary’s Episcopal Day School is an Equal Opportunity Employer. St. Mary’s does not discriminate according to race, color, national origin, religion, veteran status, marital status, gender, sexual orientation, gender identity or expression, genetics, sex (including pregnancy), or matters of individual choice. St. Mary’s does not engage in personnel practices prohibited by Federal law. This policy extends to all activities and aspects of the school, specifically to faculty and staff hiring and management practices in student admissions, student evaluation, discipline, and student life.