Business Office Assistant

Job Title: Business Office Assistant

Reports to:  Business Manager 

Salaried or Hourly:  Hourly

FLSA Status:  Non-Exempt

Normal Work Hours:  40 hours per week

Annual Days: 220 days as needed, up to a maximum of 240 days (190-day teacher calendar, and 30 days during the summer and/or school breaks as determined by the Business Manager)

Salary:  $18.00 -$24.00 per hour 

*Must be able to lift up to 50lbs*

Receiving Orders

• Handles all deliveries on the Corona campus on a daily basis with a strict adherence to package delivery policy and procedure

Placing Orders

• Place orders by Purchase Order or Credit Card as required with a strict adherence to ordering policy and procedure

Accounts Payable

• Match invoices to Purchase Orders and packing slips
• Scan and enter invoices and all other related documentation into the account's payable software
• Enter payable information into the account's payable software
• Obtain Business Manager approval for payables
• Attach appropriate vendor documentation (coupons, entry forms, etc.) to checks
• Ensure checks are mailed or delivered the same day they are printed

Payroll

• Assist in the monthly payroll process with timesheets, data entry, leave detail entry
• Reconcile monthly payroll liability invoices
• Submit reports and payments for state and federal taxes, PERA, and vendors as required

Student Fees

• Responsible for tracking student fees and recording them in the student information system

Campus Runner

• Between campuses / buildings daily
• Occasional off campus trip as needed (Sam’s Club, bank deposit)

Inventory

• Maintain database of school inventory
• Perform annual inventory check

Lunch Program

• Works with district provider to oversee and maintain school lunch program
• Supervise school lunch personnel in coordination with the district kitchen manager
• Work in the kitchen as a substitute when necessary

Online Payment System

• Create payment postings per the online payment request form
• Monitor payments and create reports when required

Filing

• Maintain hard copies and scans as needed
• Maintain comprehensive and orderly files

Bank Deposits

• Reconcile school funds and create bank deposits
• Record transactions as needed

Human Resources

• Work with the HR Department personnel to coordinate benefit deductions for payroll.
• Ensure employee payroll files are kept in order and comply with regulations.

Education and Experience

• Must possess an Associate Degree in Accounting or Business, a Bachelor’s Degree in Accounting, Finance, or Business Administration preferred.
• Must have experience working in an office environment, preferable working with money and data
• Must be proficient in Microsoft products Word and Excel (Access experience is a plus)
• Experience with accounting software or the ability to quickly learn is required
• Experience with General Ledger entries and financial reporting is preferred.
• Experience with the CO Chart of Accounts for Public Schools is preferred.
• Fund Accounting experience is preferred.
• Must be able to use a 10-key proficiently or become proficient within 3 months of the date of hire.
• Must be a notary or be willing to become a notary within one month of the date of hire.
• Budgeting experience is preferred.

Other Requirements

• Must be able to multi-task and quickly learn and follow policies and procedures.
• Must agree to follow all school policies and procedures as outlined in the Employee Manual and other written and/or verbal directives given by the Business Manager and/or Executive Director.
• Must possess the ability to maintain confidentiality in all matters.
• Must understand within two years of the date of hire financial reports such as a Balance Sheet, Budget to Actual, and General Ledger.
• Must be able to perform mathematical calculations relating to payroll, employee leave, budgeting, and any other area of Business Office operations as required.
• Must be able to work on an annual basis with the school auditor as directed by the Business Manager.
• Assist school office personnel as needed and directed by the Business Manager

Other duties as assigned

• The Business Office Assistant will work with the Business Manager as needed over time to learn all aspects of Business Office Operations.

Benefits: 

• Dental insurance
• Health insurance
• Life insurance
• Long-term disability insurance
• Paid time off
• Vision insurance
• Public Employees’ Retirement Association (PERA) a lifetime monthly benefit in retirement. 

DISCLAIMERS

• You are required to disclose relevant issues related to criminal history, employment history, and licensure history in order to apply.
• All employees must submit to and pass a CBI / FBI fingerprint background check as a condition of employment. 
• The Vanguard School is subject to all federal and state laws and constitutional provisions prohibiting discrimination on the basis of disability, race, creed, color, sex, sexual orientation, national origin, religion, or ancestry in its programs and activities.
• Applicants who upload a copy of their transcripts or certifications to their application may choose to redact any dates included on the transcripts or certifications, including date of birth and dates of attendance/graduation/completion. An un-redacted copy will be requested if an employment offer is extended. In addition, submitted resumés may also exclude dates of attendance or graduation for high school and/or post-secondary education.

Applicants who upload a copy of their transcripts or certifications to their application may choose to redact any dates included on the transcripts or certifications, including date of birth and dates of attendance/graduation/completion. An un-redacted copy will be requested if an employment offer is extended. In addition, submitted resumés may also exclude dates of attendance or graduation for high school and/or post-secondary education.