Business Office Associate

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
• Assist with human resources for employment setup, verification and training

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

Payroll Duties:

• 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
• Payroll journal entries

Human Resources Duties:

• Setup new employees in ADP
• Maintain job description in ADP
• Setup background checks
• Mandated training for staff
• Maintain employee handbook     

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