The IDEAL School of Manhattan is seeking an organized and detail-oriented part-time Business Office Assistant to work in the Business Office with the Finance Director and Accountant.
Under the general direction of the school’s Finance Director, the part-time Business Office Assistant is responsible for providing administrative and operational support within the Business Office. This position contributes to the overall success of the School by providing hands-on assistance and guidance to the Business Office team and other departments. The Business Office Assistant is responsible for working closely with the Finance Director and the school’s Accountant, using best practices to manage the financial and non-educational operations of the school.
The IDEAL candidate will:
Assist with maintaining tuition receivables schedules and liaises with families on matters related to billing and collections
Assist in tracking the status of DOE reimbursement cases and liaises with the legal representatives of families, as well as with the DOE directly, on behalf of the Business Office
Maintain student payment records and assists with issuance of enrollment contracts
Provide support during the student re-enrollment process, working in collaboration with the Admissions team
Prepare tuition affidavits and tuition statements upon request
Assist with registration and billing for extracurricular activities such as the Extended Day after school program
Represent the school’s business office regarding payables issues
Processes checks and makes bank deposits
Assist in preparation of Advancement reports and projects throughout the school year
Assist with day-to-day business office transactions as needed
Work in collaboration with the full-time Accountant to support the Business Office and to manage all accounting policies and procedures, ensuring a strong system of internal controls.
Perform A/P and A/R entries under the oversight of the school’s full-time Accountant and the Finance Director
Assist Finance Director and Accountant with the annual audits
Serve as the primary Business Office contact to all school departments for purchase requests; obtains approval for purchasing and tracks inventory of supplies
Ensure that all orders are properly documented and delivered
Assist with fielding facilities requests at both Lower and Upper School locations
Assist with filing, photocopying, mailings and other clerical tasks as required
Provide front desk coverage as needed
Perform data entry, using all systems utilized by the Business Office
Help with research, analysis and reporting when needed
Provide administrative and logistical support related to the annual gala, graduation, opening meetings, and other events
Perform other duties as assigned by the Finance Director or Head of School
Excellent organizational skills with a keen eye for detail
Excellent communication skills, both orally and in writing
Some knowledge of generally accepted accounting principles (GAAP) a plus
Strong time management skills and ability to prioritize and manage multiple tasks independently
Ability to maintain professionalism and exercise strict confidentiality
Ability to multitask, and keep calm under pressure
Bachelor’s Degree or credits towards achieving this level of education
Non-profit experience in finance or accounting work desired, preferably at a school
Proficient in Microsoft Office and Google Suite; strong experience with Excel
Knowledge of Quickbooks Online, Senior Systems and FACTS tuition management a plus
The IDEAL School of Manhattan is committed to the principles of equal employment opportunities for all qualified employees and job applicants and to making all employment decisions without unlawful discrimination as to race, color, creed, religion, sex, national origin, age, disability, sexual orientation, citizenship status, marital status, familial status, actual or perceived status as a victim of domestic violence, caregiver status, gender identity or expression, military status, veteran status, genetic predisposition or carrier status, or any other status or condition protected by applicable federal, state, or local law.
This policy of Equal Employment Opportunity applies to all policies and procedures relating to recruitment, hiring, compensation, benefits, training and development, promotion, demotion, discipline, termination and all other terms and conditions of employment.