Business Office Manager

Job Description:

Academy Schools in Tukwila, is seeking a dedicated and passionate Business Office Manager. The business office manager oversees the day to day business operation of running a school. The Business Office Manager reports directly to the Head of School and provides regular reports for the Board treasurer and licensing agencies. This person handles all financial/budgetary matters for the school, including, but not limited to: banking, accounts receivables and payables, billing of tuition and all ancillary fees, account/bank reconciliation and QuickBooks journal documentation, oversight of human resources/payroll/benefits, and regular review of commercial insurances. The Business Office Manager is also the point person for all facilities-related queries and vendor management. As the Business Office Manager, this person is also responsible for the day to day workings of a school front office such as answering the phones and ordering office supplies. The ideal candidate is calm, caring, organized, a team player, and business savvy.

Our School:

Academy Schools is an amazing Independent PreK-12th Grade micro-school in Tukwila, WA serving a diverse population of ~50 students. Our classes are intentionally small, usually 7-10 students, so that we can provide individualized attention and instruction to each student. Our students traditionally require more support than the norm, often including neurodivergence, neurotypicality, and/or twice exceptional students. Our students make impressive strides socially, emotionally and academically and thrive in our supportive environment. Faculty members at Academy Schools are passionate about what they do, the students they teach and mentor, and the school community. AS is an exciting, highly professional, and very engaging community to be a part of. We are committed to providing a diverse and equitable learning environment and workplace culture for black, indigenous, and people of color. Are you the next teacher to become an Academy Schools Atom and a part of our family?

Requirements:

The ideal candidate will have/rely on:

• Bachelor's Degree
• Strong written and verbal communication skills
• Experience with QuickBooks and financial reports
• Outstanding technology skills (Word, Excel, Google Docs, social media platforms, etc.)
• Strong organizational and time management skills
• Ability to multi-task and think flexibly in a fast-moving environment
• A proactive style to initiate projects, give suggestions, and anticipate beyond the checklist.
• Clerical skills (Typing, copies, scanning, etc., as well as hospitality and travel arrangements, filing and archiving)
• Sensitivity to handle confidential documents and information, mail and messages
• Strong people skills, working well with students, parents, and faculty members, and demonstrating a positive attitude, a sense of humor, and a growth mindset

Primary Responsibilities:

Business

• Daily/weekly: Accounts receivable/payable - forecast and make fiscal recommendations to the Executive Director/Board Treasurer based on accurate accounting policy and procedures. Register donations/contributions, as the school is a registered not-for-profit, 501 (c) (3).
• Bi-weekly: payroll processing & track benefit hours
• Monthly: bank/QuickBooks reconciliation. Accurate reporting to Executive Director/Board Treasurer.
• Quarterly/Annually: All financial reports as required by the City, State and Federal governments. Certification of memberships as required. Annual review of commercial insurances and employee benefits.
• Manage renewals of licenses and subscriptions
• Manage NPA district contracts
• Oversee and collaborate with the bookkeeper
• Track down accounts receivable payments, in coordination with bookkeeper
• Make required payments to vendors/suppliers/etc, in coordination with bookkeeper
• Make daily deposits, sending documentation to bookkeeper for bookkeeping purposes
• Communicate with bank and credit card company as needed
• Facilitate new staff onboarding in coordination with bookkeeper, including coordination with benefits group for benefits meeting
• Communicate with parents about A/R and payment plan options
• Track insurance renewal for vehicles and school
• Research vendor options, comparing pricing and services to cut costs and improve systems

Front Office

• Answers phone and takes message or routes call to appropriate person
• Maintains a friendly, warm demeanor in communication with students, parents, faculty, staff and constituents to create a positive climate and build relationships
• Buzz in visitors and have them sign in
• Safeguard and dispense student medication
• Quickly/appropriately responds to inquiries from teachers, parents, school administrators, etc.
• Monitors schoolwide office supplies and places orders as needed
• Responds to emergency situations, resolving immediate emergency or safety concerns and/or directing to appropriate personnel for resolution.
• Follows FERPA guidelines and maintains student confidentiality. All records are to be stored appropriately to ensure all confidentiality requirements are observed
• Accurately maintains student records including student academic files, report cards, progress reports, attendance records, health records, and transcripts.
• Manages facilities upkeep and repair schedule in coordination with the landlord and head of school
• Assists in the printing of report cards, progress reports, student awards, etc.

Marketing/Communications

• Collaborates with Head of School to highlight positive aspects of our school on social media and website to align with marketing strategies.
• Develops and implements marketing strategies for increasing school visibility in the community with the intent to increase PK-12 enrollment.
• Partner with HOS to implement branding and design for cohesiveness both internally and externally
• Acts as initial point of contact for admissions inquiries and coordination of tours and open houses
• Ensures successful coordination of school events and celebrations
• Create and send the bi-monthly school newsletter, with data input from HOS, staff, Elements PAC, board

General

• Participates in staff development opportunities and pursues continued professional growth to better serve students.
• Reviews and follows all expectations, processes and procedures outlined in Employee Handbook.
• Provides input regarding school climate, scheduling, facilities and activities.
• Reviews and follows all expectations, processes and procedures outlined in Employee Handbook.
• Other duties as required/requested as part of the school community.

Contract and Compensation:

Start date: ASAP

Job Type: Monday- Friday 8 hours per day, 8 AM - 4 PM. Year-round position.

At-will, non-exempt, non-represented.

Salary is determined by a pre-set salary schedule based on experience and credentials. Salary range: $24-29/hour.

Submitting an Application:

• Please send (1) a cover letter stating your intent to work as the Business Office Manager; (2) a complete and professional resume, and; (3) contact information for three references to newhire@academyschools.org. Learn more on our website: https://academyschools.org

Job Type: Full-time

Pay: $24.00 - $29.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• business, finance, and/or office: 1 year (Required)

Ability to Commute:

• Tukwila, WA 98168 (Required)

Ability to Relocate:

• Tukwila, WA 98168: Relocate before starting work (Required)

Work Location: In person

Salary : $24 - $29