Job Description
Job DescriptionJob 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