Business Services Assistant

Description

POSITION SUMMARY

The Business Services Assistant will provide comprehensive support to the Business Services function at Orange Lutheran High School, encompassing both finance and accounting as well as human resources functions. This role involves assisting with journal entry preparation, bank deposits, financial analysis, ledger reconciliations, and generating various ad-hoc reports and projects to support the finance and accounting operations. This position will also provide essential support for the Human Capital Management (HCM) system in the HR office, assisting with day-to-day system operations for a workforce of approximately 400 employees. This role involves troubleshooting user issues, assisting with data entry and updates, managing employee records, running system reports, and ensuring the accuracy of HCM data. The position also supports HR team members in system-related tasks and training users on system features.

Reports to: Director of Finance and Accounting, with a dotted line reporting relationship to the Director of Human Resources

ESSENTIAL DUTIES

Finance and Accounting

• Prepare/process/transact daily deposits for multiple accounts while ensuring accuracy
• Prepare and enter daily and monthly routine journal entries while ensuring accuracy
• Daily treasury management transaction entry between bank and accounting system
• Conduct monthly bank reconciliations for multiple bank and investment accounts
• Review ledger accounts for discrepancies and reconcile differences, as needed
• Assist with the transition to/from and maintenance of electronic data storage and filing systems within the accounting function
• Conduct financial audits of individual ledger accounts, as needed
• Provide interdepartmental accounting support to include account coding, cash/checks deposits, reconciliation, and revenue recognition
• Respond to information requests, research and interpret data, answer accounting and financial questions for all internal customers
• Maintain appropriate professional interaction with students, parents, administrators, co-workers, and other colleagues
• Attend and participate in professional development settings throughout the year; minimal weekend work required

Human Resources

• Accurately enter, update, and maintain employee data in the HCM system, ensuring compliance with organizational policies and legal standards. Perform routine system checks and work with IT or external vendors to resolve technical issues, ensuring the system runs efficiently.
• Generate and analyze regular and ad-hoc reports, including employee data, attendance, payroll, and performance metrics. Monitor and review punch change requests throughout the pay period, collaborating with employees and supervisors for approvals.
• Provide first-level support for HCM system users, troubleshooting issues related to login, data entry, and system functionality. Provide basic training, ensure system functionality aligns with best practices, and offer support for system-related issues.
• Coordinate system upgrades, patches, and feature rollouts. Assist with testing new functionalities to ensure smooth integration with existing workflows and communicate any system changes to end users.
• Collaborate with HR to implement improvements to HCM system processes. Maintain detailed documentation of system procedures, troubleshooting steps, and training materials.
• Work closely with HR staff to ensure the seamless integration of the HCM system with other HR functions, such as applicant tracking and performance management. Assist with audits and reconciliations as necessary.
• Ensure the accurate management of personnel files, including those of active and terminated employees, in compliance with internal policies and legal requirements.

ADDITIONAL DUTIES

All other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The key competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position

Education

BA or BS Degree preferred

Experience

2 years of administrative support and non-profit experience, preferred

LICENSES, CERTIFICATES, AND CLEARANCES

• Valid Fingerprint/Background Check Clearance
• Valid CPR and First Aid certifications
• TB Risk Assessment
• Ministry Safe Clearance

KEY COMPETENCIES

Knowledge

• Generally accepted accounting principles with an emphasis on income, A/R, and deposits
• Proper reconciliation procedures and applicable state and federal laws
• Basic knowledge and understanding of HRIS platforms
• Knowledge of basic HR practices, policies, and regulations regarding employee data, confidentiality, and compliance

Skills and Abilities

• Strong written and verbal communication skills to explain system processes, provide user support, and collaborate with team members
• Strong analytical skills to troubleshoot system issues, identify root causes, and provide effective solutions
• Proficient in using common software like Excel, Google Sheets, and other reporting tools
• Ability to prioritize tasks effectively, manage multiple deadlines, and handle day-to-day responsibilities 
• Work effectively with staff in a team-oriented environment with a positive, can-do attitude
• Exhibit a high degree of professionalism, business judgment, tact, and diplomacy
• Maintain confidentiality of records and information
• Ability to manage and input large amounts of data accurately and ensure information is up-to-date and compliant.

PERSONAL CHARACTERISTICS

• Exhibits the highest level of Christian integrity - his/her life reflects Christ-like morals, behavior, attitude, and leadership
• Foster a Christ-centered environment focused on Grateful Servanthood, Accountability, Compassion, and Collaboration, in alignment with our Guiding Principles
• Ability to articulate their Christian faith
• An active member of a Christian church; Missouri Synod preferred
• Supports the Mission and Statement of Faith of Orange Lutheran High School

PHYSICAL REQUIREMENTS

The employee must have the physical abilities to perform the essential functions of the job as outlined above

• Frequently move about the campus, sit for extended periods, talk and hear, use hands to handle, feel, or grasp objects
• Occasionally stand, walk, push, pull, or lift, up to 10 pounds, reach with hands or arms, climb, balance, stoop, kneel, crawl, taste, or smell

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• The majority of work is performed in a climate-controlled school setting, with occasional outside exposure to varying weather conditions.
• The noise level is that of a typical quiet office setting with occasional exposure to moderate to loud noise at school events

Qualifications