Bookkeeper & Administrative Assistant (USA Hours)

Full-Time Bookkeeper & Administrative Assistant

Score At The Top / Score Academy

Location: Remote

Working Hours: Full-Time USA FLORIDA TIME ZONE | [Monday–Friday, 8:30am – 5:00pm with 30-minute lunch]

Reports To: Controller

About Score At The Top / Score Academy

Score At The Top / Score Academy is an established educational organization with a 40-year track record and 140+ educators across all campuses and is dedicated to providing students and families with high-quality academic support and educational services. We are seeking a Full-Time Bookkeeper & Administrative Assistant to join our corporate team.

This is an important role that combines bookkeeping, student account management, and general administrative support. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing financial information while providing professional and friendly communication with families, staff, and vendors.

Position Responsibilities

Bookkeeping & Financial Responsibilities

• Manage day-to-day full circle bookkeeping and accounting functions.
• Maintain accurate financial records in QuickBooks Enterprise Suite.
• Process payroll for full time salary and hourly employees.
• Process and record monthly tuition payments, registration fees, technology fees, and other student charges.
• Monitor accounts receivable and outstanding tuition balances.
• Prepare and send tuition statements and payment reminders.
• Process credit card, ACH, check, and wire payments.
• Reconcile bank and credit card accounts.
• Record deposits and ensure payments are accurately applied to student accounts.
• Assist with monthly financial reporting and account reconciliation.
• Maintain organized records of invoices, receipts, payments, and financial documentation.
• Follow up on declined or unsuccessful payments and communicate with families regarding payment resolutions.
• Assist with payment plans, tuition agreements, account adjustments, credits, and refunds.
• Work closely with the Controller and school administrators on financial matters.

Student Accounts & Enrollment Support

• Maintain accurate student financial and enrollment records.
• Review enrollment agreements and verify tuition, fees, discounts, scholarships, and payment schedules.
• Track student withdrawals, enrollment changes, credits, refunds, and outstanding balances.
• Communicate professionally with parents and guardians regarding tuition accounts, payments, statements, and financial questions.
• Assist with State scholarship documentation and reporting.

Administrative Responsibilities

• Provide administrative support to the Controller.
• Enter and maintain accurate information across accounting, student management, and administrative systems.
• Assist with maintaining and reconciling information between systems, including QuickBooks, Noto, Myschoolworx, and other school platforms.
• Prepare spreadsheets, reports, correspondence, and other administrative documents.
• Assist with audits, reporting requests, and special projects.
• Maintain organized electronic files.
• Communicate with families, vendors, staff, and outside organizations in a professional and timely manner.
• Assist with general office operations and other administrative responsibilities as needed.

Qualifications & Skills

• 5+ years previous bookkeeping and administrative experience required.
• 5+ years of QuickBooks experience required.
• Very strong Excel and spreadsheet skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Professional, friendly, and service-oriented demeanor.
• Ability to handle confidential financial and student information with discretion.
• Comfortable learning and working with multiple software platforms.
• Ability to work independently while also functioning effectively as part of a team.
• Previous experience in a school, educational, or tuition-based environment is a plus.

The Ideal Candidate

The successful candidate will be someone who takes ownership of their responsibilities, follows through on details, and enjoys keeping things organized and running smoothly. We are looking for someone who doesn’t simply enter information or complete assigned tasks, but who can identify discrepancies, ask questions, follow up, and help bring issues to resolution.

Strong communication skills are particularly important, as this position interacts regularly with parents, students, staff, administrators, and vendors.