Helios School is an innovative, independent school community for gifted children in grades K-8. The Staff Accountant is a detail-oriented, collaborative individual who will support day-to-day business operations and interface directly with our school community, faculty, and vendors. The successful candidate will possess a strong foundational knowledge of accounts payable, accounts receivable, general ledger reconciliations, and tuition systems. This role reports to the Director of Finance and Operations and works closely with our internal administrative team.
FLSA Status: Full-time (Non-Exempt)
Essential Duties and Responsibilities
Billing, Cash Receipts & Revenue Tracking
● Tuition & Enrollment Billing: Oversee student enrollment billing cycles, auxiliary program income (aftercare, van service, student clubs), and camp registrations.
● Sub-Ledger Reconciliations: Monitor and reconcile financial aid allocations, deferred tuition balances, and incoming development gifts against the general ledger.
● Accounts Receivable (A/R): Resolve delinquent accounts and ensure incoming receipts (tuition, fees, and gifts) are reconciled to the General Ledger.
Accounts Payable & Expense Management
● Invoice Execution: End-to-end invoice data entry and processing via Bill.com, managing vendor onboarding (W-9 tracking), payment verifications, and annual 1099 year-end filings.
● Credit Card & Expense Auditing: Administer the school’s corporate credit card program (Divvy/BILL) and purchasing accounts; audit employee reimbursement requests to ensure compliance with internal expense policies.
● Asset Tracking Support: Assist in tracking inventory and spending limits for operational spaces (such as the I-Lab makerspace, camping assets, and facilities supplies).
Financial Reporting, Payroll Support, and Audit Readiness
● General Ledger Balance: Perform monthly general ledger account reconciliations, maintaining accurate deferred revenue schedules to ensure smooth month-end and fiscal year-end closes.
● Audit Documentation: Serve as a core contributor to the annual financial audit, organizing documentation, supporting schedules, and testing samples as required.
● Payroll Coordination: Partner with the Director of Finance and Operations to verify hour logs, contract parameters, and benefit deductions ahead of standard payroll cycles.
Required Knowledge, Skills, and Abilities
● Education: Undergraduate degree in Accounting, Finance, or equivalent professional knowledge base.
● Experience: 3+ years of dedicated accounting experience, with clear competencies in full-cycle AP/AR.
● Software Competencies (Required): Advanced proficiency in Microsoft Excel/Google Sheets (pivot tables, XLOOKUP, VLOOKUP).
● Software Competencies (Preferred): Hands-on familiarity with cloud accounting ecosystems—specifically Xero, Bill.com, Divvy/BILL, Paylocity, and student information databases (e.g., Veracross or Clarity).
● Mindset: High level of organizational precision and autonomy, paired with a welcoming, solution-oriented approach to customer service.
Working Conditions and Physical Demands
● Work is typically performed during standard school business hours in an office setting. Extended hours may be required during peak operational periods (fiscal year-end close, audit preparation, and high-volume enrollment or budget cycles).
● Requires prolonged periods of sitting, data entry, typing, and standard office machine operations.
● Ability to communicate effectively and professionally in person, via phone, and through digital platforms.
Compensation
Hourly range: $34-$38 per hour
Eligible for benefits: Medical, dental, vision and 401k match
Paid Holidays
License/Certification
First Aid, AED and age-appropriate CPR certification
Valid California Driver License
To apply, send your resume to: careers@heliosschool.org.
Disclaimer
The above describes the general nature and level of work expected of an individual who is hired for the job. It is not intended to be an exhaustive list of all responsibilities and duties required. Helios School reserves the right to change any or all content of this job description based on the institution’s needs. The incumbent, if applicable, will be notified of any changes before they become effective.
