Business Office Manager

Description

Employment Status: Full Time

FLSA Status: Non-exempt (unless specified otherwise)

Benefits may include:  Paid Holidays/Holy Days, 403b Retirement, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location. 

Schedule: Monday – Friday 7:30 a.m. to 4:30 p.m.

Hours per Week: 40

Reports to: School Principal

JOB SUMMARY: The Business Office Manager fulfills the mission of the Catholic school by assisting the principal regarding the fiscal matters of the school, maintaining all bookkeeping functions, assisting in the preparation of the budget, compiling reports for the principal and various committees, and advising the principal concerning other financial matters. The Business Office Manager has decision making responsibilities within essential job functions in keeping with school policies and ensures the school’s business office operates effectively and efficiently.

Essential job functions:

• Supports and upholds the philosophy of Catholic education and the mission of the school.
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Supports and adheres to the Religious Standards for Catholic School Employees and policies and procedures of the school and the Archdiocese.
• Maintains confidentiality regarding school matters.
• Prepares monthly financial statements for the school’s operations, parent association, clubs, and any endowment(s).
• Maintains records and communication to support the Principal, the Development Office, and the School’s Council and Financial Committee.
• Serves as contact for employees regarding benefit enrollment, information, deductions, and retirement.
• Processes and executes all accounts payable and receivable according to policy.
• Composes correspondence as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding account payable issues, past due tuition balances and internal controls.
• Assists in ensuring the reliability of key operating data through periodic audits and corrective action.
• Reconciles all accounts, general ledger activity and performs both month end and year end requirements.
• Performs budget analysis and keeps the principal informed of budget trends.
• Works with the School’s Finance Committee to provide financial information for monthly Council reporting.
• Prepares bi-weekly payroll processes and reporting as needed.
• Ensures all staff has successfully completed Archdiocese of San Antonio compliance regarding employment requirements (i.e., background checks, Virtus training, etc.)
• Maintains the billing of tuition and tuition assistance.
• Keeps Principal informed of financial issues and any emerging issues among staff or families.
• Communicates effectively within the school community.
• Meets staff development guidelines as set forth by the principal, the Department of Catholic Schools and/or Archdiocese of San Antonio.
• Demonstrates professionalism in conduct, demeanor, and work habits.
• Maintains a work schedule that maximizes availability to the school, students and staff.

Important job functions:

• Collaborates with others to enhance the work environment and support planning.
• Oversees office equipment placed throughout campus.
• Ensures the use of the school’s automated facility maintenance platform and tracks all requested jobs.
• Aids the principal in the development of the annual budget.
• Implements management of funds and investments per the direction of the principal.
• Maintains appropriate filing system (paper and digital) including archiving requirements for capital campaigns, payroll, accounts receivable, accounts payable and other operational documents.
• Recommends and implements procedures and/or actions for the purpose of policy adherence and improving efficiency to meet the accounting objectives of the school, the Department of Catholic Schools and the Archdiocese of San Antonio.
• Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.
• Attends and assists with school events when cash is involved, by creating electronic payment options to insure appropriate cash handling procedures. 
• Manages any incidental billing for other family/staff charges.
• Communicates effectively with parents and vendors.

Requirements

 Knowledge, Skills, and Abilities:

• Knowledge of the basic teachings of the Catholic Church.
• Organizational and time management skills.
• Able to communicate effectively in both written and verbal form.
• Able to work well with others in the school community.
• Able to maintain confidentiality of information regarding school financial and other information.
• Skill in handling multiple tasks simultaneously.
• Skill in organizing and relating information in an understandable format.
• Skill in job appropriate technology.
• Skill in critical thinking and planning.
• Skill in handling money and purchases.
• Ability to train and mentor other employees.

Working conditions:

• Required to work some nights and weekends.
• Required to manage moderate to high levels of stress.
• Required to work a minimum of a full school day.
• Required to work in standard office and school conditions.

Mental/Physical Demands:

• Required to lift or carry equipment and supplies.
• Required to maintain a professional composure.
• Required to sit, stand, bend, stoop, reach, grab, pull and communicate on a daily basis.
• Required to perform repetitive physical tasks such as computer keyboarding, writing, and reading on a daily basis. 

QUALIFICATIONS:

1. High school diploma or equivalent required.

2. Associate or bachelor’s degree in accounting or related field, with course work in business, math, accounting, or bookkeeping preferred.

3 Successful bookkeeping or accounting experience, generally a minimum of two years preferred.

4. Experience with managing front office operations preferred.