Bookkeeper - Non-profit early childhood education center

Summary

A Little Oaks Academy (LOA) Bookkeeper/Administrative Assistant will support the school’s early childhood development program by assisting with the business and financial operations of Little Oaks Academy and Little Oaks Holdings.

 

The Bookkeeper is responsible for handling payroll, preparing monthly financial reports, and ensuring compliance with quarterly and annual audits. This role is key to maintaining the financial health and transparency of our organization, while also assisting the admin team in office operations.

 

The Bookkeeper will report directly to the Executive Director and is expected to work closely alongside the Executive Director and the Board of Directors to support LOA’s mission

Duties

The Bookkeeper is responsible for assisting with the overall operation of LOA’s finances, including, but not limited to, the following:

• Working with and under the supervision of the Executive Director to keep track of all accounts receivable to ensure that clients are paying on time, and all accounts payable to ensure that all monthly bills are paid on time. This includes all state and federal-related tax and audit information. Maintain grant information of monies received and expenditures, and submit to the State all required documentation.
• Using accounting software to ensure bank and credit card accounts are reconciled and agree with accounting records. QuickBooks, accounting principles, banking information, emails and confidential information record keeping.
• Maintaining, printing, and filing time sheets to ensure that employees are paid accurately and completely for all work. Submit payroll and reports to the Executive Director and Board.
• Filing and maintaining financial records from vendors, governmental agencies, etc. to ensure hard copies are available for inspections and audits. Annually, submissions as required by the State of Tennessee and the IRS.
• Preparing and submitting end-of-year Federal Tax reports on contract employees and fiscal year workers’ comp audit preparation and submission as well as State of TN requirements.
• Printing monthly financial reports and providing verbal financial reports as required for the Executive Director and Board of Directors.
• Maintaining records for petty cash fund and ensuring that reimbursements for all expenses are paid.
• Providing supportive and responsive customer service to parents.
• Utilizing professional phone, written, and oral communication skills to work with parents, employees and vendors, and state/federal employees.
• Assisting in using confidential programs for banking, payroll, bill paying, and tax information.
• Providing Transportation to the bank, post office for required financial transactions.
• Cultivating a collaborative and respectful work environment that fosters teamwork and child-focused care and maintaining confidentiality
• Assisting with maintaining office files as required by DHS
• Supporting LOA’s admin team by answering the phone and maintaining a presence in the front office.
• Assisting with purchasing supplies and maintaining inventory.
•  Performing other duties as assigned.

Requirements

The Bookkeeper/Administrative Assistant position at Little Oaks Academy requires adherence to all standards set by DHS licensed childcare facilities, in addition to the specific requirements outlined below:

 

• Must be at least 18 years of age.
• Must hold a Bachelor’s Degree or an Associate’s Degree, or have at least two years of experience in an office environment.
• Must comply with all licensure-related requirements for working in a DHS-regulated daycare, including passing a criminal background check, holding current certifications in CPR and First Aid, and completing required health screenings.
• Must complete all training and coursework as required by DHS regulations.
• Must be familiar and proficient with QuickBooks, or willing to undergo training.
• Must demonstrate the ability to communicate effectively, both verbally and in writing.
• Must have the ability to work collaboratively as part of a team, as well as complete tasks independently.
• Must provide three (3) written, verifiable work references from non-relatives.
• Must love young children and their families, and have a sense of humor

Benefits

Work Schedule and Compensation:

 

The bookkeeper/administrative assistant position is a part-time, year-round hourly role requiring 20–25 hours per week. The work schedule will be determined upon hiring. Benefits include paid time off and paid holidays. Aflac is available as an employee-paid benefit. On occasion, attendance at evening training sessions or meetings may be required.

 

Compensation will be based on the applicant’s qualifications, including education, training, and experience.

About Us

Little Oaks Academy (LOA) is a daycare facility licensed by the Tennessee Department of Human Services (“DHS”). The purpose of our early childhood education and development program is to promote the development of the total child – physically, emotionally, intellectually, and socially, using age-appropriate activities under the guidance of professional, loving, and caring teachers. As a non-profit, LOA operates under a Board of Directors (the Board). The Board is charged with defining the mission, vision, and values of LOA’s early childhood education and development program.