Business Office Manager- St Peter the Apostle Catholic School

Description

Employment Status: Full-time

FLSA Status: Non-exempt/Hourly

Schedule: Monday – Friday 7:00am - 4:00pm, must be flexible as hours will vary 

based on school needs, may require nights and weekend work as necessary.

Reports to: Principal

Full-Time* Benefits include:

· Paid Holidays/Holy Days  

· 403b Retirement

· 401 (a) Pension Plan 

· Medical, Dental, Vision, Life

· Employee Assistance Program

· Short-term/Long-term Disability

Summary: 

The Business Office Manager fulfills the mission of St. Peter the Apostle Catholic School by assisting the principal regarding the fiscal matters of the school, maintaining all bookkeeping functions, assisting in the preparation of the budget, compiling reports for the principal and various committees, and advising the principal concerning other financial and operational matters. The Business Office Manager has decision making responsibilities within essential job functions in keeping with school policies and ensures the school’s business office operates effectively and efficiently.

Position Responsibilities:

CATHOLIC MISSION

· Supports and upholds the philosophy of Catholic classical education and the mission of the school.

· Acts as a witness to Gospel values by modeling the teachings of the Catholic Church.

· Supports and adheres to the Religious Standards for Catholic School Employees and policies and procedures of the school and the Archdiocese.

· Maintains a work schedule that maximizes availability to the school, students, and staff. 

FINANCE & ACCOUNTING

· Implements and administers key platforms for school operations (i.e., FACTS, Paylocity, FMX, ParishSoft, Raptor, etc.). 

· Recommends and implements procedures and/or actions for the purpose of policy adherence and improving efficiency to meet the accounting objectives of the school, the Department of Catholic Schools and the Archdiocese of San Antonio.

· Prepares monthly financial statements for the school’s operations, parent association, clubs, and any endowment(s).

· Processes and executes all accounts payable and receivable according to policy.

· Composes correspondence as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding account payable issues, past due tuition balances, and internal controls.

· Assists in ensuring the reliability of key operating data through periodic audits and corrective action.

· Reconciles all accounts, general ledger activity and performs both month end and year end requirements.

· Performs budget analysis and keeps the principal informed of budget trends.

· Works with the School’s Finance Committee to provide financial information for monthly Council reporting.

· Maintains the billing of tuition and tuition assistance; oversees tuition collection. 

· Creates initial draft of annual budget; collaborates with principal and relevant parties to finalize. 

· Implements management of funds and investments per the direction of the Pastor.

· Attends and assists with school events when cash is involved by creating electronic payment options to insure appropriate cash handling procedures. 

· Manages any incidental billing for other family/staff charges. 

· Keeps Principal informed of financial issues and any emerging issues among staff or families.

· Implements effective internal controls in all financial matters. 

HUMAN RESOURCES

· Ensures all staff and volunteers have successfully completed Archdiocese of San Antonio compliance regarding employment requirements (i.e., background checks, Virtus training, etc.)

· Serves as contact for employees regarding benefit enrollment, information, deductions, and retirement.

· Prepares bi-weekly payroll processes and reporting as needed.

· Meets staff development guidelines as set forth by the principal, the Department of Catholic Schools and/or Archdiocese of San Antonio.

· Collaborates with others to enhance the work environment and support planning.

PROCUREMENT AND CONTRACTS

· Orders supplies, curriculum, and other items for the school as needed.

· Procures bids from vendors for school purchases (i.e., IT equipment, operational equipment, etc.) and serves as primary contact with such vendors.

· Reviews contracts obligating the school financially (i.e., custodial, school lunch, etc.).

FACILITIES AND MAINTENANCE

· Ensures the use of the school’s automated facility maintenance platform and tracks all requested jobs.

· Oversees office equipment placed throughout campus.

COMMUNICATIONS & RECORD KEEPING

· Maintains confidentiality regarding school matters.

· Communicates effectively within the school community, including with parents and vendors.

· Maintains appropriate filing system (paper and digital) including archiving requirements for capital campaigns, payroll, accounts receivable, accounts payable and other operational documents.

· Maintains records and communication to support the Principal, the Development Office, and the School’s Council and Financial Committee.

· Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.

· Demonstrates professionalism in conduct, demeanor, and work habits.

Requirements

Minimum Qualifications: 

• Education: Bachelor’s degree in accounting, business management or related field, with course work in business, math, accounting or bookkeeping preferred.  
• Experience
  • Minimum five years extensive bookkeeping and/or accounting experience in a heavy transaction business or school operations environment.
  • Minimum intermediate computer software skills - database, excel, word, Outlook - with ability to learn a variety of school administration payroll and accounting software.
  • Excellent professional communication and interpersonal skills.
  • Experience with managing administrative functions supporting school office operations. 
  • Minimum two years of experience in a supervisory role.  
  • Knowledge of the basic teachings of the Catholic Church.
  • Non-profit experience preferred.
  • Experience in school enrollment systems a plus.  
  • Strong organizational and time management skills.

Physical Demands/ Work Environment: While performing the duties of this job, the employee is frequently required to stand, walk, sit, and occasionally required to climb stairs, balance, stoop, kneel, or crouch. The employee must frequently lift and or move up to 25 pounds. The noise level is moderate in the office environment.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed. The Archdiocese of San Antonio is an Equal Opportunity Employer.