Business Office Assistant

We are seeking excellent candidates for the role of Business Office Assistant.

Purpose: The primary purpose of the Business Office Assistant is to support the Business Office with administrative duties.

Schools of the Sacred Heart is committed to an in-person teaching model and faculty and staff must be prepared to adhere to and support our Health and Safety Plan. 

About Convent & Stuart Hall

At Convent & Stuart Hall, we are committed to developing resilient, resourceful and engaged thinkers who are equipped to thrive in an evolving world. Our rigorous K-12 educational model is a dynamic blend of single-sex and co-ed classes, supported by small class sizes and resources reflective of a large school. We deliver an interactive learning experience, curated by faculty highly regarded in their academic fields so that students graduate with confidence in what they know, how they think and who they are. Our community is part of an international network of Sacred Heart schools, where students and adults embrace the catholic charism of our Sacred Heart founders, which is spiritually inclusive and global in nature.The school is organized into four academic divisions, each led by a Division Head, sharing resources and a central administration, all of which is under the direction of the President.

 Duties/Responsibilities:

Accounting & Finance

1. Serves as the primary administrative support person to the Business Office by performing a wide variety of office clerical and administrative functions.

2. Maintain office filing of Accounts Payable invoices, Journal Entries, Cash Receipts, Contracts and Certificates of Insurance.

3. Assist the Accounts Payable Specialist with obtaining missing invoices, receipts, vendor statements, W-9’s or any other administrative documents.

4. Responsible for all Petty Cash transactions including replenishment as needed.

5. Responsible for the initial review of employee expense reimbursement requests in accordance with the guidelines established in the Employee Handbook.

6. Preparation of basic spreadsheets as assigned.

7. Track employee benefits deductions and match to election amounts for account reconciliation purposes.

8. Responsible for ordering all office supplies for the Business Office.

9. Assist with Business Office records retention.

10. Distribution of daily mail incoming to the Business Office.

11. Main point of contact for the postage machine including monitoring operation, scheduling repairs and ordering related supplies.

12. Manage room reservations for the Business Office and any other facility related request.

13. Assistance with scanning and organizing year-end audit documents.

14. Develop strong working relationships with other departments and others within the School. Ability to approach situations in a flexible manner and propose solutions that will meet the needs of all areas of the School.

15. Periodic Morning or Afternoon Traffic Duty and other supervision as assigned.

16. Perform other duties as assigned by the President and the Chief Financial Officer.

Qualifications

• 3 years of administrative support experience

• B.A/ B.S. degree preferred; High school diploma required

• Proven attention to detail and accuracy; highly organized with the ability to prioritize and multi-task confidently.

• Ability to initiate work, follow through on assignments, and complete projects with minimal supervision.

• Demonstrated skills in spreadsheets and word processing such as Google Sheets, Google Docs, Excel and Word.

• Excellent verbal and written communication skills.

• Strong work ethic, including the following qualities: detail-oriented, organized, flexible, dependable, willing to take initiative, ability to manage multiple projects

• Embrace the School’s mission, goals and criteria.

Physical Requirements:

Requires physical presence, work to be performed on campus**

Regularly climbing stairs**

Regularly sitting or standing 4-8 hours

Regularly lifting or carrying 1-20 lbs.

Regular pushing/pulling/bending/stooping/kneeling

Requires the ability to tolerate and work in a loud and active environment

Ability to travel 1-2 times per year.

Ability to work some evenings and weekends.

** Denotes essential functions of the position.

Benefits

The school is committed to providing competitive salaries in addition to a rich benefits package for eligible employees including:

• Medical, dental and vision
• Paid holiday and sick days
• Life Insurance, LTD and AD&D
• Retirement plan with matching contributions
• Free lunch during the school year
• Flexible spending plans for medical, dependent care and commuting expenses.

EEO Policy

Convent & Stuart Hall is an equal opportunity employer that does not and will not discriminate against applicants or employees on the basis of gender, race, religion, age, sexual orientation, physical/mental disability or veteran status or any other consideration protected by federal, state or local laws.

Schools of the Sacred Heart in San Francisco is an Equal Opportunity Employer.