Part-Time Accounting Specialist

Part-Time Accounting Specialist

High Bluff Academy

Location: San Diego, CA

Job Type: Part-Time, Non-Exempt

Hours: Approximately 14–18 hours per week

Compensation: $32–$40 per hour, depending on experience and qualifications

Schedule: At least two half-days per week on campus; remaining hours may be completed remotely as appropriate

Reports to: Head of School

Position Overview

High Bluff Academy (HBA) is seeking an experienced, detail-oriented, and highly dependable Part-Time Accounting Specialist to support the school’s day-to-day accounting and financial operations.

This is a hands-on accounting role responsible for maintaining accurate financial records, managing accounts receivable and payable, performing bank and credit card reconciliations, completing month-end close, coordinating with the school’s CPA, and preparing basic management financial reports.

This is not a fully remote bookkeeping position. Regular on-site presence, timely communication, and proactive follow-through are essential to this role. We are looking for someone who not only keeps accurate books, but also notices discrepancies, communicates issues promptly, and follows open items through to resolution.

The Accounting Specialist reports directly to the Head of School and will regularly discuss accounting, financial, and tax-related matters with the Head of School in Mandarin. Therefore, fluency in spoken Mandarin Chinese is required.

Key ResponsibilitiesAccounting & QuickBooks Online

• Maintain accurate and up-to-date accounting records in QuickBooks Online (QBO)

• Review, categorize, enter, and adjust bank and credit card transactions

• Perform monthly bank and credit card reconciliations

• Maintain and improve the Chart of Accounts as appropriate

• Maintain organized supporting documentation, including invoices, receipts, contracts, and financial records

• Complete month-end close and ensure the books are accurate and complete

• Identify duplicate, incorrect, unusual, or potentially problematic transactions and proactively investigate and report them

Accounts Receivable & Tuition

• Record and reconcile tuition and other school revenue

• Maintain accurate student and family accounts receivable balances

• Prepare and monitor accounts receivable aging and outstanding tuition reports

• Identify overdue balances and provide accurate information to appropriate school administrators

• Reconcile payments received by credit card, ACH, check, and wire transfer

• Accurately match international wire transfers to the appropriate student accounts and amounts

This position does not directly contact parents for collection of overdue tuition. Parent-facing collection activities are handled by appropriate school administrative staff.

Accounts Payable

• Receive, review, and enter vendor invoices

• Verify invoice accuracy, appropriateness, and supporting documentation

• Prepare and schedule vendor payments

• Track recurring expenses and payment obligations

• Maintain vendor information and W-9 documentation

• Assist with preparation and coordination of 1099s

• Help prevent duplicate or incorrect payments

The Accounting Specialist may prepare payments but does not have independent authority to approve or release payments. Final payment authorization remains with the Head of School or another designated approver.

Banking & Cash Management

• Monitor bank and credit card activity and maintain accurate cash records

• Track incoming and outgoing ACH payments, wires, checks, and other transactions

• Assist with preparation of outgoing payments and bank transactions

• Monitor bank balances and basic cash position

• Track relevant savings and CD account information and maturity dates

• Promptly report unusual transactions, returned payments, duplicate charges, or other discrepancies

Financial Reporting & Management Support

• Prepare monthly financial reports, including Profit & Loss Statement, Balance Sheet, cash position, and accounts receivable information

• Identify and explain significant or unusual changes in revenue and expenses

• Maintain appropriate revenue classifications for tuition, summer school, online courses, and other major revenue sources

• Provide accurate financial data requested by the Head of School for budgeting and management analysis

• Participate in a brief monthly financial review with the Head of School and clearly explain key financial results, unusual items, outstanding issues, and matters requiring management attention

This position supports management with accurate financial information but is not responsible for strategic financial planning, long-term forecasting, financial modeling, or business decision-making.

CPA, Tax & Compliance Support

• Organize financial and accounting documentation for the school’s CPA

• Communicate directly with the CPA and respond to routine information requests

• Support preparation of the school’s annual tax return and California-related tax and filing requirements

• Assist with 1099 preparation

• Support Workers’ Compensation audits

• Prepare financial documentation requested by banks, insurance providers, and other organizations

• Assist with financial documentation needed for school accreditation and compliance purposes

• Maintain organized and confidential financial, tax, and corporate records

The Accounting Specialist coordinates and prepares accounting information but does not replace the school’s CPA or independently provide professional tax advice.

Qualifications

• Minimum 3 years of hands-on bookkeeping or accounting experience

• Strong proficiency with QuickBooks Online (QBO)

• Demonstrated experience with accounts payable, accounts receivable, bank and credit card reconciliations, and month-end close

• Ability to independently maintain accurate and complete accounting records

• Good understanding of Profit & Loss Statements, Balance Sheets, and basic financial reporting

• Ability to identify accounting errors, discrepancies, and unusual transactions

• Excellent attention to detail and organizational skills

• Strong sense of responsibility, confidentiality, and professional judgment

• Excellent communication and follow-through

• Ability to communicate effectively with management, administrative staff, CPA, banks, and vendors

• Fluency in spoken Mandarin Chinese is required

• Chinese reading and writing proficiency is preferred

• Ability to work on campus at least two half-days per week

Education

A bachelor’s degree in Accounting, Finance, Business, or a related field is preferred but not required. Equivalent relevant accounting experience will be considered.

CPA certification is not required.

What Success Looks Like

The successful candidate is accurate, responsive, organized, trustworthy, and proactive.

Financial questions are acknowledged promptly. Discrepancies are investigated rather than ignored. Important issues are communicated clearly, and open items are followed through to resolution.

Because this position has access to sensitive financial information, student tuition records, vendor payments, banking information, and tax documentation, a high level of integrity, confidentiality, and professional judgment is essential.

Pay: $32.00 - $40.00 per hour

Expected hours: 14.0 – 18.0 per week

People with a criminal record are encouraged to apply

Application Question(s):

• This is a part-time position of approximately 14–18 hours per week and requires working on campus in San Diego at least two half-days per week. Are you able to meet this on-site requirement? (Yes or No)

• Please briefly describe your experience with QuickBooks Online, accounts payable/receivable, bank and credit card reconciliations, and month-end close. Please also describe the types of organizations you have supported. (3–5 sentences)

Education:

• Bachelor's (Preferred)

Experience:

• Accounting: 3 years (Required)

• QuickBooks Online: 2 years (Required)

Language:

• Mandarin Chinese (Required)

Work Location: Hybrid remote in Rancho Santa Fe, CA 92091