Business & Operations Coordinator

General Summary of the Position

The Business and Operations Coordinator supports the day-to-day operations of the school by providing clerical support, accounting assistance to the school accountant, and coordination of Safe Environment compliance. This position also contributes to fundraising, marketing, communication efforts, and general office management. The Accounting Assistant ensures that all financial and operational processes reflect the mission, values, and standards of the Catholic school and the Diocese.

Essential Duties and Responsibilities

1. Accounting & Business Office Support

• Provide comprehensive support to the school accountant to ensure efficient, accurate, and timely financial operations.


• Perform accounts payable functions using diocesan-approved software (QuickBooks), including reviewing, coding, entering, and paying invoices; reconciling vendor statements; researching discrepancies; and maintaining vendor relationships.


• Assist with accounts receivable, including tuition and fee processing, recording payments, and communicating with families regarding account balances.


• Process invoices, reimbursements, vendor payments, and donation deposits.


• Code and enter deposits into QuickBooks.


• Support payroll preparation using the diocesan third-party processor (ExponentHR), including collecting timesheets, stipends, substitute hours, and other payroll data for final approval by the Principal and Parish Accountant.


• Maintain accurate and confidential employee files, onboarding documentation, and tax forms.


• Assist in preparing routine financial reports for the principal, pastor, and finance council.


• Support preparation of annual budgets, cash-flow projections, and monitoring of actual results versus budget.


• Assist with month-end and year-end closing procedures.


• Support preparation for annual audits, accreditation documentation, and diocesan reporting requirements.


• Maintain organized digital and physical financial records in compliance with school and diocesan policies.


• Track purchase orders, vendor contracts, supply requests, and cost-saving opportunities.


• Communicate professionally with vendors regarding invoices, statements, and payment status.


• Ensure compliance with all Diocesan and Catholic Schools Office policies and procedures.


• Participate in staff meetings and diocesan trainings as required.


• Maintain general office files and perform other duties as assigned.

2. Administrative & Operational Support

• Maintain organized digital and physical records for business operations, advancement, and general office needs.


• Support the principal and office staff with special projects, school events, and strategic planning initiatives.


• Manage vendor relationships for printing, design, photography, and event services.


• Provide clerical support, including communication assistance, filing, and coordination of office tasks.


• Uphold strict confidentiality, professionalism, and ethical stewardship in all responsibilities.

3. Safe Environment Responsibilities

• Ensure the school remains in full compliance with diocesan Safe Environment requirements.


• Coordinate training, background checks, and clearance documentation for all employees and volunteers.


• Maintain accurate and up-to-date Safe Environment records and communicate requirements to staff, families, and volunteers.

Position Requirements

Knowledge, Skills, and Abilities

• Values, upholds, and supports the mission and objectives of the Catholic Church; demonstrates integrity and strong moral and ethical principles.


• Working knowledge of GAAP, not-for-profit accounting, and internal controls preferred.


• Familiarity with applicable Federal and State regulations preferred.


• Proficiency with Microsoft Office applications (Excel, Word, Outlook).


• Working knowledge of QuickBooks preferred.


• Experience with tuition management systems such as FACTS is a plus.


• Ability to troubleshoot basic software issues.


• Ability to maintain confidentiality and handle sensitive information with discretion.


• Strong organizational skills and attention to detail.


• Excellent oral and written communication skills.


• Ability to work independently and manage time effectively in a multi-task, deadline-driven environment.


• Ability to maintain positive working relationships with coworkers, families, and parish personnel.


• Strong math and calculation skills, including proficiency with Excel formulas.


• Ability to read, comprehend, and write instructions, correspondence, and memos.

Education and Experience

• Bachelor’s degree preferred.


• Three to five years of accounts payable experience required.


• Full-charge general ledger bookkeeping experience preferred.


• Bookkeeping experience in an academic or educational environment is a plus.

Special Requirements

• Must have reliable transportation, a valid Texas driver’s license, and proof of automobile insurance.


• Must complete the Diocese of Dallas Safe Environment Training, obtain certification, and renew annually as required.

Physical Requirements

• None specified

 

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of St. Mary’s School. 

 

St. Mary’s School reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.