AR billing, HR & Payroll Coordinator

AR billing, HR & Payroll Coordinator

FBCS Mission: 

Our mission at Faith Bible Christian School is to provide every student the opportunity to develop Christ-like character, meet or exceed academic standards, and be equipped to serve others through a Biblical worldview.

Our staff’s highest priority is to support the work of our school each day. We want our students to succeed not just in the classroom, but beyond our school—in careers, college, vocational training, and life. Our desire is that they live fulfilling lives worthy of the Lord, becoming faithful parents, kind neighbors, and engaged members of their communities. We want them to reflect the fruits of the Spirit as they follow God’s leading.

Position Summary
The AR Billing, HR & Payroll Coordinator owns the school's family billing, payment processing, semi-monthly payroll and employee records. This role is the main finance contact for parents and the first stop for staff questions on pay, onboarding and contracts. Bookkeeping, bank reconciliations and the general ledger sit with the Controller and the virtual bookkeeper, not this role.

Essential duties

1. Accounts receivable & family billing (QuickSchools) — about 40%

• Create annual tuition and fee billings for every enrolled student, plus mid-year adds, withdrawals and adjustments.
• Bill families for field trips, busing, after-school care, and other activity fees as they are approved.
• Record every payment received (tuition, field trips, etc.) in QuickSchools within 2 business days.
• Send monthly family statements and follow up on past-due balances with a courteous, consistent process.
• Be the primary contact for parents on billing questions, payment plans and account corrections.

2. Cash & check deposits — about 10%

• Count, log and deposit cash and checks twice a week (e.g., Tuesday and Friday), with two-person verification.
• Send deposit details to the virtual bookkeeper so bank activity matches QuickSchools.
• Count and verify cash and checks for internal deposits from PTF, Student Council, etc. 
• Scan and upload invoices
• Process in-house reimbursements for staff, parents, student council, PTF, etc. 

3. Payroll (MinistryWorks) — about 25%

• Ensure staff submit payroll and timesheets by 5pm on the 15th and 30th of the month.  
• Process payroll for all employees for the 15th and last day of each month, by 10:00 am pm on the due date (16th or 17th and 1st or 2nd depending on the month). 
• Enter new hires, terminations, pay rate changes, stipends and deductions.
• Send the payroll register to the Controller for review before submission and file reports after.

4. HR, contracts & employee training — about 25%

• Onboard new staff: I-9, W-4/Oregon W-4, direct deposit and personnel file set-up. (offer letters provided by the Superintendent)
• Train employees on MinistryWorks (time entry, pay stubs, W-2 access) and school pay and leave policies.
• Prepare, track and store employment contracts; keep a contract log with start/end and renewal dates.
• Maintain confidential personnel files and answer routine staff HR questions, escalating issues to the Superintendent.
• Facilitate midyear changes for benefits when necessary. 

Skills and Qualifications: 

• Committed believer in Jesus Christ with an ongoing pursuit of a relationship with Him within a local Christian church. 
• Supports the school's mission.
• 2+ years in billing, AR, payroll or office administration (school or nonprofit preferred).
• Working knowledge of payroll basics: hourly vs. salaried pay, overtime, deductions, Oregon withholding.
• Comfortable in QuickSchools, MinistryWorks (or similar), Excel and email.
• High accuracy, sound confidentiality with pay and personnel data, and a warm, patient tone with parents.

EQUAL EMPLOYMENT OPPORTUNITY

Faith Bible Christian Schools is a faith-based institution of education which requires faculty and staff to be in agreement with our doctrinal statement and to adhere to our community lifestyle standards.

With this, as an independent educational institution which exists to educate Christians who will make a difference in the world for Jesus Christ, a personal relationship with Jesus Christ is required for all employees and students. Within these guidelines, it is the policy of Faith Bible Christian Schools to provide equal opportunity to all applicants, employees and students and not to discriminate on the basis of gender, disability, race, color, national origin or age in access to, or treatment in employment, unless it relates to job performance.

FBCS will afford reasonable accommodations to qualified applicants and employees with a known disability, if necessary, as long as the employee can perform the essential functions of the job, with or without accommodation and the accommodation does not cause undue hardship.

Learn more about Faith Bible Christian Schools at fbcs.school.