Summary: The Accountant plays a key role in managing and maintaining the financial records for the Child Nutrition Program (CNP). The individual in this role is responsible for handling business transactions on a daily, monthly, and yearly basis. This includes verifying, allocating, and posting transactions into the correct financial journals, while ensuring that all transactions are documented with supporting evidence and comply with applicable regulations. Essential Duties and Responsibilities: Perform the following duties; other duties may be assigned. Most duties performed using customized computer software. The Accountant will perform the following duties, with additional tasks as assigned. Most responsibilities will be executed using specialized accounting software. • Financial Reporting & Analysis: ◦ Prepare and analyze financial statements, ensuring they are accurate and in compliance with accounting standards, regulatory requirements, and diocesan guidelines. ◦ Reconcile the general ledger regularly to ensure all transactions are recorded accurately. ◦ Generate monthly, quarterly, and annual financial reports, including trial balances, income statements, and reports detailing student accounts and café expenditures. ◦ Assists the Executive Director in the creation of financial forecasts and budgets for the CNP program. • Financial Systems Management ◦ Enters and updates financial information in the accounting software, making sure records are accurate and current. ◦ Manages user access and permissions in the financial management software to ensure proper security and role-based functionality. ◦ Track and may enter cafeteria equipment assets. ◦ Works with the software support provider to ensure proper system functionality and to develop and troubleshoot custom reports that meet user and organizational needs. ◦ Verifies and enters data into financial system. • Accounts Payable & Receivable: ◦ Manage accounts payable and accounts receivable processes, ensuring timely and accurate processing of invoices, tracking payments, and following up on collections when necessary. ◦ Manage and track vendor payments, ensuring accurate allocation to the appropriate accounts. ◦ Verify payment records from cafeterias and external vendors, ensuring all transactions are properly documented and reconciled. ◦ Reconcile daily cash entries, balancing receipts and preparing necessary records for future reference. ◦ Ensure all bank deposits are prepared accurately, including the logging and maintenance of deposit receipts. ◦ Process and issue 1099 forms as required. ◦ Review, update, and verify Diocesan benefits billing for accuracy. • Audit & Compliance: ◦ Leads both internal and external audits by providing necessary documentation, explaining financial transactions, and ensuring compliance with audit requirements. ◦ Ensure adherence to diocesan financial regulations and standards by maintaining and implementing necessary internal controls. ◦ Oversee the audit process by managing the preparation and review of financial records, ensuring all documentation is accurate, organized, and easily accessible for auditors. ◦ Coordinate with auditors to facilitate smooth audits and address any issues or discrepancies promptly. ◦ Ensure that all transactions are compliant with applicable local, state, and federal financial regulations. ◦ Works with CNP Executive Director and other staff members to ensure compliance for federal and state audits. ◦ Ensure implementation of effective internal control systems to prevent errors, fraud, and ensure the integrity of financial data. • Vendor & Financial Records Maintenance: ◦ Update and create vendor records (W-9, ACH registration forms, etc.) in the accounting system and ensure that all financial transactions, including those from external vendors, are accurately posted and verified. ◦ Verify all data received from CNP cafeterias, and ensure records are accurate, reconciling discrepancies where necessary. • Cash Management & Bank Reconciliation: ◦ Oversee the reconciliation of 10 bank accounts on a regular basis, ensuring the accuracy and completeness of financial transactions related to CNP funds. Manage the process to identify discrepancies, implement corrective actions, and maintain the integrity of financial records. ◦ Manage and review the weekly bank reconciliation reports submitted by Café Managers, ensuring accuracy, completeness, and timely resolution of any discrepancies. ◦ Maintain accurate financial records regarding daily cash, checks, and ACH payments from cafeterias and vendors. • Training & Development: ◦ Guide and support staff in using accounting software effectively, while ensuring they follow proper financial documentation practices and maintain clear separation of duties. ◦ Train and assist Café Managers with bank and check scanner software and hardware to ensure smooth, efficient use. ◦ Provide ongoing training and support to accounts payable staff, interprets internal accounting policies and procedures and helps them understand and follow them. • Financial Insights & Department Collaboration: ◦ Provide financial insights and guidance to the CNP Executive Director and other department staff to support decision-making processes. ◦ Collaborate with Diocesan departments to ensure financial processes and records are maintained accurately. ◦ Attend CNP Board Meetings and Bishop’s Finance Council meetings to present financial reports, insights, and updates as needed. • Financial Institution Collaboration: ◦ Coordinates with banks and other financial institutions to manage daily transactions, reconcile accounts, and ensure accurate cash flow reporting. ◦ Maintains relationships with financial institutions to resolve discrepancies, monitor account activity, and support audits. ◦ Prepares and submits required documentation for wire transfers, ACH payments, and other banking transactions in compliance with internal controls. ◦ Works with banking representatives to implement and manage services such as positive pay, remote deposits, and fraud protection tools. ◦ Collaborates with financial institutions to optimize account structures, minimize fees, and ensure alignment with organizational financial strategies. • Café & Parent Support: ◦ Provides support to Café Managers on all banking and accounts payable matters. ◦ Oversee the support process for parents with online meal payments through MySchoolBucks, ensuring seamless transactions and providing technical assistance as needed. ◦ Transfers student balances and processes refund requests. • Other Responsibilities: ◦ Assist with the procurement and distribution of banking supplies for the CNP cafeterias. ◦ Manage the McKinney-Vento applications for free/reduced student meals, ensuring timely submission, processing, and proper documentation within the appropriate systems. ◦ Perform work-related errands and other tasks as necessary to support the CNP operations. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION AND TRAINING REQUIRED AT HIRE: • Required: Bachelor’s degree in Accounting, Business Administration, or related field required.
CONTINUING EDUCATION: • Must complete the Louisiana Department of Education’s continuing education requirements annually to remain compliant with industry standards. • Encouraged to maintain membership in relevant professional associations and stay current with nonprofit accounting trends and federal program updates.
EXPERIENCE PREFERRED AT HIRE: • Required:Minimum of 5 years of experience in business and accounting/bookkeeping, with a strong understanding of financial operations and procedures. • Preferred:Experience working with accounting software and financial reporting within educational or non-profit organizations.
SKILLS, KNOWLEDGE, AND EQUIPMENT REQUIRED AT HIRE: • In-depth knowledge of accounting practices, including general ledger maintenance and reconciliation. • Proficiency in mathematics, accounting software, and other basic office equipment such as calculators, copiers, and computers (PCs or networked systems). • Proficiency in accounting systems such as QuickBooks, Blackbaud, or Munis, Microsoft Excel, and database reporting tools is strongly preferred. • Ability to analyze financial data and provide clear, accurate reports. • Strong written and verbal communication skills, with the ability to interact professionally with staff, vendors, parents, and auditors. • Ability to work independently and manage multiple tasks in a fast-paced environment.
CERTIFICATES, LICENSES, AND REGISTRATIONS: • Preferred: Notary Public. • Required: Valid driver's license. SUPERVISION/TECHNICAL RESPONSIBILITIES: • Accounts payable position. • The accountant will assist in training and overseeing the work of other team members when necessary.
CONTACTS: • Daily Contacts: Administrators, students, parents, vendors, suppliers, and co-workers within the department to resolve problems, process payments, and ensure smooth financial operations. • Occasional Contacts: State or federal officials for audits and regulatory compliance. • The role requires communication through both oral and written formats, and the ability to collaborate with various stakeholders to resolve issues effectively. JUDGEMENT AND DECISION MAKING: • The Accountant interprets policies and procedures to other staff members and uses independent judgment to respond to unexpected financial issues, emergencies, and adjustments. • Errors in judgment can significantly impact financial reports, budget forecasting, or compliance with diocesan regulations. • Must follow diocesan policies and financial regulations, ensuring that decisions align with internal controls. DIVERSITY OF DUTIES: • The position may require assistance with other duties outside of the primary accounting responsibilities, such as administrative support or special projects. • Success in this role will be measured by timeliness and accuracy of financial reporting, audit outcomes, compliance rates, and effectiveness of staff support and training.
The physical demands, mental functions, and work environment factors described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
PHYSICAL DEMANDS: • While performing the duties of the job, the employee is regularly required to sit; use hands to finger(s), handle, or feel; reach with hands and arms and talk or hear. • The employee occasionally is required to stand, walk, climb, balance, or stoop, kneel, crouch, or crawl. • The employee may occasionally move and/or lift objects weighing up to 25 lbs. with assistance. • Specific vision abilities required by this job include close vision and ability to adjust focus.
MENTAL FUNCTIONS: • While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, copy, coordinate, instruct, compute, evaluate, use interpersonal skills, compile and negotiate. • Required to synthesize information to create reports.
WORK CONDITIONS: • This position entails high exposure to stress from repetitive motions associated with operating computer equipment and significant eyestrain from daily screen use. • There is also a moderate risk of cuts from handling paper. • Employees may occasionally encounter moving mechanical parts, and the noise level in the work environment is typically moderate. • Additionally, travel to CNP locations may be required, and fieldwork may be necessary as needed.
