Employment

Holy Cross Catholic Preschool and Center located in West Palm Beach, FL is searching for a full time Office Administrator.

The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance.  The diocese also provides a 403(b)-retirement plan to all employees.  Information on our benefits and retirement programs can be found here.

Essential Duties and Responsibilities:
•    Coordinate all payroll preparation and maintenance with Diocese Payroll and HR/Benefits
•    Assist Executive Director in onboarding new students and managing their profiles in the billing system
•    Maintain student billing schedules and distribute monthly AR Aging reports out of billing system
•    Provide timely and accurate reports and information to the third-party accounting service utilized by the school.  Information includes, but is not limited to, copies of purchase receipts, bank activity details, reports from the billing system
•    Assisting Executive Director in onboarding and updating staff with Diocese Payroll and HR/Benefits
•    Prepare bank deposits and drop them off at the bank
•    Deposit checks using remote check system
•    Process credit card payments for tuition, fees, donations, and other appropriate receipts
•    Keep all student receivable balances up to date using various methods (statements, letters, phone, email, etc.) and keep Executive Director informed of status
•    Work with Executive Director regarding student families in need of financial assistance
•    Must be knowledgeable regarding the VPK, Step-up and School Readiness programs and manage all financial reporting accordingly
•    Assist Executive Director in preparation of annual operating budget and work with the accounting service to track significant variances as necessary
•    Work with third-party accounting service to maintain compliance with all State and government filings, to include complete and accurate W-9/1099, W-2, I-9 and unclaimed property filings while maintaining complete documentation of all efforts that can be readily assessed and viewed by other staff
•    Work with third-party accounting service to prepare and submit timely financial statements for Executive Director, Advisory Board and Diocese as required along with other supporting reports and schedules as needed
•    Assist the Executive Director on a regular basis regarding business decisions and keeping her updated on all accounts and areas of interest and/or concern including  local, state and federal grant programs
•    Attend Advisory Board and other committee meetings appropriate to the position
•    Coordinate all employee benefits tasks with the Diocese of Palm Beach Benefits Office
•    Serve as the primary contact for school vendors providing assistance and guidance as necessary
•    Handle sensitive material and serve as a liaison to other staff members
•    Supervise Front Desk Assistants, maintenance personnel and oversee inventory and ordering of school supplies
•    Maintain absolute confidentiality about school families, staff and others associated with the operation of the school and communicate with parents and staff in a professional and courteous manner

Qualifications: 
•    Minimum of a Bachelor’s Degree preferred.  However, some college or post high school vocational tech school credits in accounting with equivalent business experience acceptable.
•    Experience working with school finance, accounts receivable, accounts payable, payroll, or human resources 
•    Proficiency in MS Office Suite, including Word, Excel, Outlook and Internet
•    Must be reliable and have the ability to work effectively with diocesan employees, department heads, representatives of other agencies and the general public
•    Ability to work independently, make responsible judgment calls and multi-task with emphasis on meeting tight deadlines
•    Attention to detail and able to work in a fast-paced environment
•    Excellent and professional telephone manner and interpersonal skills
•    Loyal, flexible, and honest
•    Willingness to support the mission of the Catholic Education
•    Experience in working with varied personalities
•    Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality
•    Excellent written, verbal and public speaking skills
•    Excellent analytical skills and problem-solving capacity
•    Ability to stay focused and organized
•    Strong ethical values
•    Reliable insured vehicle and ability to travel to locations within the Diocese of Palm Beach

Physical Requirements:
•    Job may require lifting of objects that exceed 25 pounds, with frequent lifting and/or carrying of objects - stooping and kneeling may also be required.
•    Occasional light lifting and carrying of under 15 pounds
•    Employee will need to take responsibility for his/her office and materials therein.
•    Employee will need to walk around the entire campus while working with and delivering information pertinent to position.
•    Employee will be exposed to visual display terminal for prolonged periods.
•    Employee may be required to make trips to the school banking institution.
•    Employee may be required on occasion to work after normal working hours if needed.
•    Frequent use of both hands and fingers
•    Occasional moments of minimal and routine hearing

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

To apply, download and complete the Employment Application and submit along with your resume, salary requirements and list of references to the attention of Francesca Finck, Executive Director at director@holycrosscpc.org