Business Office Associate

Job description

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