Administrative Assistant - Accounting/HR/Payroll

Ontario Christian School is an independent Christian school serving PK-12th grade students representing over 200 different churches throughout the Inland Empire. For over 80 years, we have partnered with Christian families to provide an excellent education that grows Christian leaders. Whether our graduates' transition to college or career, they are prepared to make a difference in this world for Christ.

At Ontario Christian, we believe our greatest strength is our people. Our faculty and staff are passionate professionals who view their work as both a calling and a craft. We value collaboration, growth, and meaningful relationships, and we are united by a shared desire to positively impact students’ lives for Christ. Employees at Ontario Christian experience a supportive community, opportunities for professional development, and the joy of contributing to a mission that matters—helping students discover their God-given potential and purpose.

Ontario Christian School is seeking a qualified Administrative Assistant to support the daily operations of the school. This role supports the Business Office in the areas of Accounting, Human Resources and Payroll. Reporting to the Finance Manager this role will handle all accounts payable, in-person payments and cash for accounts receivable, payroll, administrative support for recruiting and other various administrative tasks for the Business Office. The ideal candidate will possess strong organizational skills, professionalism, and the ability to work collaboratively in a fast-paced setting. As a member of the Ontario Christian staff, this individual is expected to demonstrate discretion, effective communication, and a commitment to service. As a distinctly Christian school, Ontario Christian maintains high spiritual and lifestyle expectations of its employees, which are essential to supporting the mission of the school.

Accounts Payable

• Manage all aspects of accounts payable; including purchase orders and requisitions.
• Train new employees on the purchase order process.
• Create purchase orders, update the log, and return approved purchase orders to employees.
• Enter invoices and credits, selecting invoices for payment based on vendor payment terms.
• Enter payments and deposit information into the accounting system.
• Select invoices for payment daily based on payment terms.
• Ensure invoices are coded to correct G/L accounts and ability to understand the Chart of Accounts in QuickBooks.
• Review all invoices for appropriate documentation and route for approval before payment.
• Pay bills either through our billing system or in-house.
• Create and cut checks for athletics.
• Verifies new vendor information and when necessary, updates existing vendor information including ensuring W-9 and 1099 reporting information are accurate and up to date in the system. Assists with year-end 1099 filings.
• Reconcile invoices, resolve discrepancies, and communicate with vendors as needed.

Accounts Receivable

• Promptly and accurately count, record, and prepare cash for deposit.
• Follow cash security procedures.
• Create cash boxes per departmental request.
• Receive checks and process them accordingly.
• Ensures completeness of donation recording in conjunction with the Development office.
• Receives and deposits tuition payments made in person.

Payroll

• Receive, process, and calculate all bi-weekly time cards for hourly employees.
• Generate payroll on a bi-weekly basis.
• Provide customer service to employees and managers to explain check calculations.
• Provide calculations for check corrections or manual checks.
• Assists the Business Office with various human resources and payroll-related projects.

Administrative

• Answer phones in a professional manner, respond to requests, and/or transfer phone calls. Check voicemails on a daily basis.
• Provide front-line customer service to walk-in guests of the Business Office.
• Perform filing and scanning for payroll, human resources, and accounting departments.
• Open and distribute mail daily.
• Respond to emails that come to the recruiting and accounting email boxes.
• Support human resources with the recruiting and onboarding process. Screen resumes, schedule interviews and respond to candidate inquiries. Guides new hires through the pre-employment process and prepare welcome bags for new hires.
• Support human resources in other administrative tasks as assigned.
• Assist the Finance Manager with various accounting-related duties and special projects.
• Maintain the files for school vendors and contractors.

Education & Experience

• Three (3) - Five (5) years with a financial background, cash management, accounts payable, and accounts receivable experience.
• One (1) year of payroll processing experience.
• Five (5) years of administrative experience.
• B.A. Degree in Business, Finance, Accounting or a related field preferred
• Experience in lieu of education may be considered.
• Finance and accounting principles, specifically with cash, payroll, accounts payable, and accounts receivable.
• Experience with QuickBooks Desktop required.
• Bill.com, Database software, Spreadsheet software, Payroll Systems experience preferred.
• Proficiency in Microsoft Office & Google Suite preferred. Strong knowledge of Excel required.

This job description is meant to cover the key requirements of the job duties. Other activities, duties, or responsibilities may be required of the employee, and these may change, or new ones may be assigned at any time with or without notice.