Bookkeeper

Key Duties and Responsibilities

A. Student Accounts and Accounts Receivable

• Prepare and issue monthly tuition invoices, statements of account, and other school-related billing.
• Monitor student tuition payments, registration fees, deposits, and other applicable school fees.
• Maintain accurate student account records and payment histories.
• Follow up with parents and guardians regarding outstanding balances and overdue payments in a professional and courteous manner.
• Record and reconcile payments received through cash, cheque, e-transfer, credit card, or other payment methods.
• Process adjustments, credits, refunds, and applicable fee arrangements with management approval.
• Maintain confidentiality of family financial information.

B. Accounts Payable

• Receive, review, and process supplier invoices and expense claims.
• Verify invoices against purchase orders, receipts, and authorized approvals.
• Prepare payments to vendors, suppliers, and service providers.
• Monitor payment due dates and ensure timely settlement of accounts.
• Maintain organized records of invoices, receipts, and payment confirmations.
• Track recurring expenses, subscriptions, utilities, and other operational costs.

C. Payroll Administration

• Assist in preparing and processing employee payroll.
• Maintain accurate records of employee hours, attendance, overtime, and approved leave.
• Verify timesheets and payroll-related adjustments before submission.
• Maintain records of employee deductions, vacation pay, and other payroll-related information.
• Assist with payroll reconciliations and preparation of year-end payroll documentation.
• Coordinate with management or the external payroll provider regarding payroll discrepancies.

D. Administrative and Compliance Support

• Maintain confidentiality and security of financial and employee records.
• Ensure financial documentation is properly filed and readily accessible.
• Assist with year-end accounting procedures and preparation of records for external accountants.
• Support compliance with applicable tax, payroll, employment, and financial reporting requirements.
• Perform other related bookkeeping and administrative duties as assigned by the School Principal or authorized management.

Qualifications and Requirements

• Ability to maintain strict confidentiality when handling financial and employee information.
• Strong communication and interpersonal skills.
• Ability to manage multiple financial tasks and meet deadlines.
• Excellent attention to detail and accuracy.
• Strong numerical, analytical, and organizational skills.
• Proficiency in Microsoft Excel, Word, and accounting software such as QuickBooks, Sage, or equivalent.
• Familiarity with Canadian payroll procedures, CRA requirements, and applicable employment standards.
• Knowledge of basic accounting principles, accounts payable, accounts receivable, and payroll administration.
• Minimum of 2 years of bookkeeping or accounting experience, preferably in an educational or childcare setting.
• Diploma or certificate in Bookkeeping, Accounting, Finance, or a related field.

This job is classed under Accounting technicians and bookkeepers (NOC 12200) in Canada’s National Occupational Classification (NOC). Here’s how NOC describes the work in general; the posting above has the details for this job.

Accounting technicians and bookkeepers maintain complete sets of books, keep records of accounts, verify the procedures used for recording financial transactions, and provide personal bookkeeping services. They are employed throughout the private and public sectors, or they may be self-employed.

All jobs in this occupationFull NOC profile