WE CHANGE THE GAME FOR GIRLS.
FINANCE AND OPERATIONS ASSISTANT
MISSION STATEMENT
St. Mary's Academy, sponsored by the Sisters of the Holy Names of Jesus and Mary since 1859, is a Catholic high school for young women, providing a challenging college-preparatory education in a vibrant learning environment. Guided by the values and charism of the Sisters, St. Mary's fosters a diverse community and educates the whole person by nurturing spirituality, encouraging creativity, promoting justice, and inspiring a sense of global interdependence to prepare students for service and leadership.
SUMMARY
The Finance and Operations Assistant provides support to the Finance Department through accounting, bookkeeping, administrative, and operational responsibilities. This position supports the accurate and timely processing of financial transactions and records, assists with student and vendor accounts, and supports the day-to-day financial and operational activities of the St. Mary's Academy Spirit Store.
KEY RESPONSIBILITIES
Finance and Accounting
- Assign and prepare invoices for processing, ensuring all required documentation and approvals are obtained; process related correspondence.
- Enter and process bi-weekly accounts payable and reimbursement payments for distribution; record EFT and wire payments in the AP system.
- Prepare bank deposits and enter transactions into MIP.
- Process credit card donations and school payments.
- Bill FACTS for incidental charges including field trips, retreats, books, and other student expenses; prepare corresponding journal entries in MIP.
- Prepare FACTS remittance spreadsheets and report pledge payments to the Advancement Department.
- Assist with monthly tuition receivables reporting and follow up on delinquent accounts according to school policies.
- Record and reconcile credit card and PayPal transactions.
- Assist with monthly balance sheet reconciliations and assist with updates to student accounts in FACTS.
- Maintain accurate and organized finance office files and documentation. Maintain vendor files and respond to invoice-related questions.
Spirit Store Operations and General Operational Support
- Support the day-to-day operations of the St. Mary's Academy Spirit Store.
- Maintain accurate inventory records and monitor product levels to ensure appropriate availability of merchandise.
- Track, process, and fulfill online Spirit Store orders in a timely and accurate manner.
- Coordinate ordering, receiving, stocking, and distribution of Spirit Store merchandise.
- Track Spirit Store revenue and expenses and maintain accurate financial records. Reconcile Spirit Store sales, payments, and deposits as appropriate.
- Maintain organized records of inventory, sales, expenses, and vendor information.
- Provide responsive customer service to students, families, faculty, staff, and other members of the St. Mary's community regarding Spirit Store purchases and orders.
General
- Maintain confidentiality of financial, student, employee, and other sensitive information.
- Provide professional and responsive service to internal and external stakeholders.
- Perform various other duties as assigned which may include supporting our school's annual graduation.
MINIMUM QUALIFICATIONS
- 3-4 years of overall professional accounting, bookkeeping, or related financial experience preferred.
- Excellent communication and relationship-building skills, with the ability to prioritize, problem-solve, and work effectively with a variety of internal and external stakeholders.
- Proficiency with PC-based accounting and office software, including Microsoft Word, Excel, and Outlook. Experience with MIP Accounting software is a plus.
- Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities and deadlines in a fast-paced office environment.
- Ability to work independently while also collaborating effectively as a member of the Finance Department and in partnership with the Director of Admissions, Marketing and Communications.
- Demonstrated integrity, credibility, discretion, and dedication to the mission of St. Mary's Academy.
KNOWLEDGE, SKILLS, AND ABILITIES
- Bachelor's degree in Accounting, Finance, Business, or a related field is a plus.
- Strong attention to detail and accuracy.
- Basic understanding of accounting principles and financial recordkeeping.
- Strong organizational and time-management skills.
- Proficiency in AI optimization strategies and systems.
- Ability to handle confidential information with discretion.
SALARY AND BENEFITS
Salary commensurate with qualifications and experience. This is a full-time, salaried, exempt, 12-month position.
HOW TO APPLY
Position is open until filled. Qualified applicants are invited to submit their resume, cover letter, three professional references, and salary expectations to Personnel@smapdx.org. No phone calls please.
Applications will be reviewed immediately.
St. Mary's is an equal opportunity employer.