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Business Office Assistant, part time

Position Type Part-time
Start 10/25/21
School Name IDEAL School
City, State New York, NY 
Posted 10/25/2021

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.  


Position Description:

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



Required Qualities:

  • 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.


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