Overview:
Darrow School is seeking a highly organized and detail-oriented Business Office Assistant to join our team. The Business Office Assistant reports to the Director of Finance/Business Manager and plays a vital role in managing the financial operations of the school as outlined by the Head of School and the Board of Trustees. Collaborating strategically with the Director of Finance/Business Manager, this position will play a crucial role in ensuring the smooth operations of our Business Office. The ideal candidate will have strong organizational skills, proficiency in Google Suite and QuickBooks, and experience working in a business office or similar setting.

General Responsibilities:

• Assist with managing the school's financial affairs, including accounting duties, in alignment with directives from the Director of Finance and Head of School
• Assist with performing daily bookkeeping tasks, such as cash flow management, parent billing, accounts receivable and payable, check and cash handling, bank account reconciliation, and payroll preparation
• Under the direction of the Director of Finance, compile financial data for audit trails and supporting materials for the annual audit as well as IRS and Worker’s Compensation audits
• Maintain communication with parents regarding general information and individual account inquiries, including information regarding past-due accounts
• Ensure compliance with federal, state, and local tax laws
• Assist in preparing reports for organizations such as NAIS, NYSAIS, BEDS, and state mandates
• Process requests for certificates of insurance
• Aid in the annual financial statement audit as required
• Distribute departmental budgets and manage business office mail
• Assist with office management tasks such as filing documents, organizing files, and maintaining records

Accounts Payable Duties:

• Process accounts payable transactions efficiently and accurately
• Verify invoices and requisitions, ensuring compliance with financial policies
• Resolve billing discrepancies and manage expense allocation
• Maintain accounts payable records and vendor files
• Reconcile school credit card accounts

Accounts Receivable Duties:

• Record enrollment contracts and oversee tuition payment collections
• Manage student drawing accounts
• Record all cash receipts accurately and promptly

Backup Payroll Duties as Needed:

• Assist in setting up and maintaining employee payroll records
• Process payroll data in an accurate and timely manner
• Prepare manual checks
• Prepare annual fee disclosures for 403b accounts
• Maintain annual employment agreements and related documents

Qualifications and Experience:

• Associate degree in accounting preferred
• Knowledge of accounting principles and business office practices
• Previous experience in a business office or similar setting preferred
• Experience in payroll administration
• Proficiency in Quickbooks, payroll software, MS Office, Excel, Google Suite (Docs, Sheets, Slides), and other computerized systems
• Strong interpersonal, communication, and analytical skills
• Strong organizational skills with the ability to prioritize tasks effectively
• Excellent attention to detail and accuracy in all work performed
• Ability to multitask and handle multiple responsibilities simultaneously
• Ability to maintain confidentiality and work effectively in a team
• Proactive problem-solving skills and ability to work independently
• Commitment to ongoing professional development
• Experience in educational or not-for-profit settings preferred

Physical Demands:

• Regularly stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers for computer, telephone, and keyboard use
• Ability to operate standard office equipment and keyboards in an office environment
• Capable of lifting and carrying small parcels and packages and walking short distances
• Sedentary work, involving occasional lifting up to 10 pounds and frequent negligible force for object movement
• Substantial repetitive motions of the wrists, hands, and fingers
• Close visual acuity required for tasks like data analysis, transcribing, computer use, and reading extensively

We offer competitive pay based on experience.

If you are a motivated individual with excellent organizational skills and a passion for providing exceptional administrative support, we encourage you to apply for the Business Office Assistant position. Please submit a resume and cover letter highlighting your relevant experience.

This job description is intended to convey information essential to understanding the scope of the role. It is not intended to be an exhaustive list of all responsibilities, duties, and qualifications associated with the position.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• New Lebanon, NY 12125: Relocate before starting work (Required)

Work Location: In person