Job Description

Bookkeeper and Payroll Administrator

Do you enjoy working with youth and being part of a diverse, supportive and talented community? If so, please consider joining our team at Tessellations. We are currently accepting applications for a full-time Bookkeeper and Payroll Administrator. Successful applicants start Summer 2023. Competitive salary and full benefits available.

Tessellations is a progressive K-8 non-profit school for gifted learners based in Cupertino, CA. Our mission is to provide challenging experiential education that recognizes and nurtures the individual strengths of gifted learners, empowering them to confidently express who they are and pursue a meaningful life. At Tessellations, community is a core value, as it is the reason our small and mighty school was able to form and thrive despite the global pandemic. Our team consists of passionate, qualified and dedicated staff from diverse backgrounds and includes nationally renowned gifted experts. Our first year was online only. In our second year, we moved onto our beautiful campus and quadrupled in size, and we also added our Nature Campus. We’re in our third year with excellent staff and student retention, and extremely high family satisfaction. Next year we'll be moving again to a larger campus in order to house our growing population, and in Fall 2024 we will launch our high school.

If you join our team you will help us grow our program and continue designing and delivering a rich, immersive learning experience. You will be heard, respected, and celebrated for your talents and efforts. You will work with students who love to learn, engaged parents who are grateful for your work, and supportive colleagues that will help bring out your best.

Primary Responsibilities

Bookkeeping

• Accounts Payable and Disbursements: invoice approval and entry, prepare weekly payment file for processing, maintain physical check register, manage employee reimbursement process
• Accounts Receivable: preparation and distribution of tuition invoices, cash application and collections
• Donations: maintenance of donation register and distribution of donation receipts
• Monthly / weekly cash / bank reconciliation
• Credit Card: management of school credit cards, reconciliation and recording of credit card transactions, flagging non-compliance issues if any
• Enter all financial data into Quickbooks Online
• Follow up on uncleared transactions, missing receipts, and book cleaning.
• Ensure compliance with applicable tax requirements (e.g., all contractors must have completed W-9 on file)
• Answer questions about AP and AR, including sending a weekly status update on cash received.

Payroll Administration

• Interact with external payroll provider, Gusto.
• Ensure compliance with applicable payroll and benefits requirements
• Administer annual financial reporting requirements, including but not limited to W2 and 1099 reporting.
• Set up new employees in Gusto payroll and HR systems.
• Reconcile payroll file from Gusto to Quickbooks Online.
• Run payroll for employees
• Respond to inquiries from employees and outside parties regarding pay stubs, garnishments, employment verifications, levies, etc.
• Work with the Head of School to maintain payroll and HR data of employees.
• Support the Head of School with other related payroll tasks.

Human Resources Administration

• Communicate with EDD and other state agencies on topics related to employees, including state disability benefits, unemployment benefits, and paid leave.
• Enroll new employees in health benefits.
• Coordinate annual employee benefit renewal with broker and insurers.
• As part of payroll, upload employee time off records to Gusto.
• Maintain employee personnel files and HR records.
• Ensure compliance with and answer questions about employment law (familiarity with the relevant laws is not necessary in advance; this can be learned via training with our current staff and communications with our attorney, insurance broker, and payroll vendor).

Requirements

• 3+ years of bookkeeping experience in a small / medium business setting. Non-profit bookkeeping experience is preferred but not required.
• Experience with QuickBooks Online is required.
• Ability to work independently, efficiently, following the existing financial procedures.
• Proficiency in processing payroll on a platform, preferably Gusto.
• High proficiency with Google Drive environment (Sheets and Docs).
• Exceptional attention to detail and high level of accuracy.
• Strong ability to organize systems in physical and digital space
• Strong verbal and written communication skills
• Lifelong learner with a growth mindset
• Ability to apply common sense understanding and to carry out written and oral
• instructions with minimal direction
• Ability to multitask, prioritize and follow through
• Ability to proactively identify problems and needs, and then find/suggest solutions
• Passing a criminal background check upon hire

Compensation, Location, and Work Benefits

Salary range: $75,000 - $95,000

Benefits include medical, dental, vision, life, 401(k), flexible spending account, paid time off, holidays, and school breaks.

This is a primarily onsite position. After full orientation and proficiency in the position, it may be possible to work occasionally from home.

To Apply

Please submit a cover letter and resume. For more information about our school, visit https://tessellations.school.

Tessellations is an Equal Opportunity Employer — we do not discriminate against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, sex, or reproductive health decision making.

Job Type: Full-time

Pay: $75,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• Monday to Friday

Experience:

• Bookkeeping: 3 years (Required)

Work Location: In person

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