Coastal Kids Preschool is an inclusive program in Damariscotta, Maine, serving children of all incomes and abilities. We offer high quality, developmentally appropriate preschool, after school, and summer camp programs for students from 18 months to 7 years old. We encourage children’s creativity, kindness, and learning through an active and supportive program of play and discovery, and are proud to hold accreditation from the National Association for the Education of Young Children (NAEYC) and to be a Maine Roads to Quality (MRTQ) Level 4 program - the highest designation offered by the state’s early care and education professional development network.
The school has 100 students and a staff of almost 40 teachers, including ed techs, 1:1 aides, and therapists. School operations and programming are run by a small administrative team: an Executive Director, who manages business, operations, instruction, and educational programming; an Education Director, who manages programming for children with special needs; a part-time Bookkeeper; and a part-time Office Manager.
The Bookkeeper maintains fiscal records and supports the financial operations of the school by establishing accounts and posting transactions; producing financial statements and reports; creating tuition invoices and tracking tuition payments; supporting the school’s annual, professional audit; collaborating effectively with the school’s leadership team; and performing other bookkeeping and general accounting tasks as assigned.
Establishes accounts and posts transactions • Maintains system of accounts and keeps books and records on all transactions and assets in QuickBooks • Monitors and tracks proper use of PPP funding • Pays bills in a timely manner and maintains ledgers • Records cash receipts and prepares bank deposits • Conducts periodic reconciliations of all cash accounts, charges, credits • Maintains an orderly filing system with legally required, long-term electronic and paper records
Produces financial statements and reports • Prepares interim and final financial statements and monthly reports, including the profit and loss statement, balance sheet, cash flow report, and accounts receivable reports, for distribution to the Executive Director and the Board of Directors
Creates tuition invoices and tracks tuition payments • Prepares monthly tuition invoices, tracking students’ schedules, scholarships, and attendance • Ensures that all school billing to third party payors (CDS and MaineCare) is issued in a timely manner, and that all reimbursements are received • Prepares and submits invoices for students enrolled in state-funded programs including DHHS and CCSP, and tracks and processes these tuition payments • Tracks parents who are delinquent in payment, notifies the Executive Director, and follows up if needed
Supports the school’s annual, professional audit • Provides records and supporting information to the external accountant(s) who create the school’s tax returns and audits
Collaborates effectively with school’s leadership team • Collaborates effectively with the Executive Director, Education Director, Office Manager, and Board Treasurer, especially re: annual budgeting and billing for special programming • Contributes to the school’s team effort of providing service to our families and teachers
Performs other bookkeeping and general accounting tasks as assigned • Analyzes and draws conclusions from financial data • Monitors cash flow and assists in forecasting revenue, including school’s multiple revenue streams for special services • Properly creates adjusting journal entries • Provides supporting data for preparation of school’s annual budget and grant/foundation requests • Supports annual budget process, including input of budget information and parameters into QuickBooks
Job requirements • Detail-oriented and well organized • Strong oral and written communication skills • Strong analytical and strategic thinking skills • Excellent working knowledge of QuickBooks and MS Office Suite • Prioritizes work deadlines and requirements • Maintains composure in stressful situations • Collaborates effectively and establishes cooperative working relationships with administrative team, staff, Board of Directors, and parents • Maintains confidentiality and protects the school by keeping information concerning students, families, employees, and the school itself confidential • Assists in the school’s efforts to minimize costs
Job qualifications • Associate’s Degree or higher in accounting or business preferred • At least three years of bookkeeping experience, preferably in a nonprofit, school, or medical environment • Experience using financial spreadsheets, general ledgers, charts of accounts, and QuickBooks • Knowledge of, and compliance with, generally accepted accounting principles (GAAP) • Strong commitment to Coastal Kids’ mission and values
Compensation for this position is hourly; benefits may include paid time off, paid school holidays, and HSA contributions. Interested applicants should email cover letter and resume to Lisa Conway, Executive Director.