What are the responsibilities and job description for the Business Assistant position at Marshall Child Development Center?
Business Assistant Job Description
Marshall Child Development Center
Position Overview
The Business Assistant provides essential operational continuity for the Marshall Child Development Center (MCDC). This position supports the administrative, financial, and operational functions while ensuring compliance with NAC accreditation standards, NASA MSFC requirements, and federal regulations. The Business Assistant serves as a key support role to the Director, Deputy Director, and Board of Directors in maintaining efficient business operations and financial integrity.
Key Responsibilities
Financial Management & Accounting
- Implement and maintain robust internal control procedures
- Process payroll in coordination with CPA services
- Manage employee retirement plan administration
- Perform monthly bank reconciliations and maintain financial documentation
- Prepare adjusting journal entries and support year-end financial processes
- Work with Board Treasurer on annual budget preparation, monitoring, and monthly reporting
- Support accounts payable and receivable processes
- Ensure proper financial controls and reporting procedures
- Coordinate with CPA services for monthly retainer activities and financial reporting
- Maintain fiscal plan documentation per NAC requirements
- Coordinate annual insurance review and maintain adequate coverage
- Support annual financial review processes to ensure accuracy and prevent waste/misuse
Human Resources Administration
- Oversee onboarding processes for new employees
- Maintain confidential employee records system
- Manage employee insurance enrollments and benefits administration
- Support personnel policy documentation and distribution
- Coordinate recruitment activities including job fairs and hiring processes
- Process employment-related documentation and compliance requirements
Administrative Operations
- Maintain organized office operations with efficient administrative systems
- Process and file documentation appropriately per NAC requirements
- Support recordkeeping that complies with federal standards and NAC organization requirements
- Maintain records retention policy compliance and document management systems
- Support annual financial review preparation and coordinate with external professionals
- Maintain confidential student records system
- Maintain USDA/CACFP meal count records and prepare monthly reimbursement claims
- Process supply requests and maintain inventory management systems
- Assist teachers with creation and distribution of classroom materials
Technology & Information Management
- Maintain digital recordkeeping systems for NAC compliance
- Administer communication and management software systems
- Ensure proper backup of electronic files and data security protocols
- Support lesson plan processing and filing systems
- Maintain curriculum resource inventory and tracking systems
- Provide technical support for administrative and financial software
Development & External Relations
- Research and write grant proposals to support MCDC programs and operations
- Coordinate fundraising activities and donor relations
- Support recruitment and community outreach initiatives
- Assist with external reporting requirements and compliance documentation
Preferred Qualifications
Education & Experience
- Bachelor's degree in Business Administration, Accounting, Finance, or related field (or demonstrated experience)
- Minimum 3-5 years experience in financial management, preferably in nonprofit or educational settings
- Experience with payroll processing, tax compliance, and benefits administration
- Experience with financial reporting and external reviewer coordination preferred
- Knowledge of nonprofit internal controls and financial best practices
- Familiarity with early childhood education operations preferred
Technical Skills
- Proficiency in accounting software (QuickBooks, etc.) and payroll systems
- Advanced Microsoft Office skills (Excel, Word, PowerPoint)
- Experience with database management and student information systems
- Knowledge of federal tax compliance and nonprofit accounting principles
- Grant writing experience preferred
Core Competencies
- Strong attention to detail and accuracy in financial record-keeping
- Excellent organizational and time management skills
- Professional communication skills (written and verbal)
- Ability to maintain confidentiality and handle sensitive information
- Problem-solving skills and ability to work independently
- Commitment to customer service excellence
- Understanding of NAC accreditation requirements (training will be provided)
Working Conditions
- Schedule: Part-time position, business hours are negotiable, role may evolve into full-time
- Environment: Office setting within childcare facility
- Physical Requirements: Ability to sit for extended periods, lift up to 25 pounds, use computer equipment
- Background Check: Required per NASA MSFC and childcare licensing requirements
- Security: Must obtain NASA MSFC identification badge and maintain access to MSFC
Reporting Structure
- Reports to: MCDC Director and Deputy Director
Pay: $14.00 - $21.00 per hour
Expected hours: 1.0 – 20.0 per week
Work Location: In person
Salary : $14 - $21