Administrative Assistant - Business Office

TITLE: Administrative Assistant – Business Office

QUALIFICATIONS:

• High School diploma, post-secondary degree in Business Administration, Accounting, or related field preferred.
• Previous accounting or related experience. School experience preferred.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) and the Google Suite of Products.
• Able to effectively communicate in writing and verbally.
• Able to solve multiple problems – work on several tasks at once
• Time management and prioritization skills
• Possess a high degree of integrity, responsibility, diplomacy, and reliability
• Maintain confidentiality

REPORTS TO: Business Manager and Administrative Director

JOB GOAL: Perform duties of the business office in keeping with the overall needs and goals of the school. This is a confidential employee position and is not part of the Collective Bargaining Agreement.

PERFORMANCE DUTIES AND RESPONSIBILITIES:

1. Project a positive image of the school and assist in maintaining an orderly office.
2. Maintain attendance on computerized payroll system and absence management system.
3. Process all payments for the General Fund, Activity Fund, School Lunch Fund and Athletic Fund. Processing includes coding invoices with appropriate general ledger account number, entering invoices in Fund Accounting System, printing checks and mailing checks to vendors.
4. Enter receipts in Fund Accounting System for General Fund, Activity Fund, Lunch Fund, and Athletic Fund.
5. Contact vendors with any problems with invoices/orders.
6. Maintain Pay Order and receipt documentation for all Activity Fund transactions.
7. Process purchase order requests and place orders for General Fund, Activity Fund and Lunch Fund.
8. Process Accounts Receivable invoices for the General Fund, Activity Fund, Lunch Fund and Athletic Fund transactions. Processing includes accepting payments and entering payments in the Fund Accounting System.
9. Maintain files of all accounts payable invoices and accounts receivable invoices.
10. Order all supplies for school building use.
11. Prepare and issue bids for supplies and equipment for all school programs.
12. Receive and process Fed Ex/UPS deliveries. Send any Fed Ex/UPS shipments.
13. Count all incoming money and process receipts for: Athletic Fund, Activity Fund, General Fund, and School Lunch Fund. Prepare deposit and deliver to appropriate financial institution.
14. Send notices of bills to parents and receive payment for student bills.
15. Ensure postage meter is adequately supplied.
16. Assist faculty with copier jam problems and operations.
17. Answer phone for Business Manager and take messages as needed.
18. Type correspondence for Business Manager.
19. Utilize the Student Information System Software, Microsoft Office Suite and the Suite of Google products to carry out essential job functions.
20. Process School Lunch applications for Free and Reduced lunches.
21. Responsible for meeting required reporting dates related to the Federal School Lunch Program including the Annual School Lunch Application, Monthly Claim Reports and Annual Verification report.
22. Complete Annual School Nutrition Program training on the School Nutrition Lunch Box Website.
23. Process credit card payments.
24. Serve as backup to Business Manager for payroll processing.
25. Complete other duties as assigned.

SELECTION: Appointment shall be by the Joint Operating Committee following the recommendation of the Administrative Director.

EVALUATION: Performance to be evaluated annually by the Business Manager.