Job Description

JOB PURPOSE : The School Operations Administrator is responsible for managing the financial, operational, and HR functions at the school level.

The School Operations Administrator will work daily with the CSUSA Support Center functional areas to ensure school compliance with all CSUSA policies and protocols as established for all areas of responsibility.

These functional areas include but are not limited to procurement, offer letters, onboarding, and grants.

ESSENTIAL DUTIES AND RESPONSIBILITIES

HUMAN RESOURCES Management :

• Creates position openings in UltiPro HR system.
• Works in conjunction with Offer Letter Specialist to commence offer process and sends required documents regarding offers.
• Boards new employees in the UltiPro HR system and works daily with Employee Onboarding and Compliance Specialist to insure all employees have completed all new hire paperwork in a timely manner.
• Supports all school personnel in completing electronic Human Resources ( HR ) onboarding submissions, including but not limited to, electronic on-boarding and benefit applications in the UltiPro HR system.
• Implements and monitors new hire information in UltiPro, Time & Attendance system in UltiPro and LaunchPad; maintains employee data in UltiPro.
• Works in conjunction with the Principal, the Finance Department and the Human Resources Department to ensure that the school stays within the approved Staffing Budget and various line items.
• Manages and maintains all confidential employee and school documents.

PAYROLL :

• Manages employees in self-posting PTO in the HR system.
• Ensures compliance and accuracy in the HR Time and Attendance system in UltiPro HR system.
• Audits payroll previews presented by Payroll Department to authorize processing of payroll.
• Manages and trains employees on all required HR systems.
• Prepares School-based reports as required by the Payroll Department.
• Oversees and approves and Facilities school based employee hours and PTO.

BENEFITS :

• Manages and trains employees on family status changes, 401k, benefits selection and compiles appropriate paperwork as required.
• Manages requests, information and documentation from employees for FMLA, Short-term and Long-term disability and assists Human Resources Department with requests, information and documentation.

OPERATIONS :

• Works directly with Director and Manager of Procurements on purchase orders and goods needed.
• Manages National School lunch program at the school level working directly with the Support Center.
• Manages the school’s food and transportation services by coordinating with service providers and overseeing deliveries.
• Manages all school inventory purchased.

FINANCE / ACCOUNTING :

• Manages financial records of the School in accordance with Company Policy and assists Staff Accountant with monthly Financial Statements.
• Supervises all check request and bank deposits including cash deposits of $10,000 or more and ensures compliance with the Currency Transaction Reporting Requirements and Company Policy which will be provided and trained upon once hired.
• Supervises and trains delegates to make deposit and accept cash on schools behalf.
• Forwards approved invoices to Accounts Payable department on a weekly basis.
• Monitors and reconciles balances of School-based accounts in a timely manner.
• Manages and trains on procedure for collection of any NSF checks in a timely manner.
• Oversees and approves expenditure Invoices at the school level.
• Maintains and reconciles Petty Cash Account based on Company Policy.
• Prepares and maintains school budget and staffing matrix at the school level with Finance department in Adaptive Planning monthly.
• Participates on all School Dashboard calls and assists Principal with follow-up issues related to the call, as needed.

GRANTS / COMPLIANCE :

• Works daily with Education Grants Manager.
• Supervises timelines and grant draw downs.
• Attends grant trainings to prepare and administer grants at school level.
• Supports compliance department ensuring compliance at school level is maintained.

RISK MANAGEMENT :

• Ensures adherence to proper safety procedures.
• Acts as liaison to HR and Benefits teams in relation to respective employee injuries.
• Processes and oversees all Workers’ Compensation claims electronically in the prescribed manner, and assists Employee in seeking medical care by providing proper authorization forms.
• Oversees, maintains, and processes all student accident claims in the prescribed manner.
• Acts as a Liaison to Facilities and Finance departments on property and casualty claims.

Information Technology :

• Supervises all school based employees.
• Point of contact for submitting Work Tickets for , property, maintenance and safety needs at the school and processes all Help Tickets in a timely manner.
• Ensures all permits and licensing are renewed / paid and posted on a timely basis; no permit or license should be expired.
• Maintains an accurate, documented inventory of school keys for administrators, teachers and substitutes.
• Manages and documents end of year key return from faculty / staff.

MAY PERFORM OTHER DUTIES AS ASSIGNED

SKILLS AND KNOWLEDGE

• Time Management : Prioritizing, Organizing, Scheduling
• Computer Basics Windows, Internet
• Aptitude for mathematics and the ability to concentrate on detail.
• Communication Oral, Written, Interpersonal (active listening)
• Ability to multitask
• Ability to remain calm in fast-paced environment

JOB REQUIREMENTS :

• Bachelor’s or higher in Accounting, Finance or related field of study from an accredited institution.
• At least 2 year’s School Operations or Business Management experience required Experience in an educational environment preferred.
• Must maintain confidentiality at all times.
• Knowledge and practical experience beyond basic bookkeeping.
• Knowledge and practical experience using MS Word, Excel, QuickBooks.
• Ability to work independently and make decisions in accordance with established policies and regulations.
• Polite, courteous and tactful with the public and co-workers.

Last updated : 2024-04-29