Assistant Business Manager

Assistant Business Manager

The Assistant Business Manager supports the accounting, human resources, payroll, benefits, and vendor management processes for the school.

Essential Functions:

Human Resource Responsibilities

• Onboard all new employees and assist with the completion of clearance paperwork required by the PA Department of Education
• Manage and coordinate all employee benefit programs including 403(b)Retirement Plan, STD, LTD, Health and Dental, Life/AD&D and COBRA
• Respond to employees’ questions regarding school policies, payroll, and benefits
• Manage the annual Open Enrollment process
• Participate in Human Resource related trainings offered through PAISBOA
• Process bi-monthly payroll and reconcile for error checking
• Generate timesheet spreadsheets in Excel for hourly employees for Fall, Spring & Summer sessions and share through TEAMS
• Support the consistent implementation of all applicable personnel policies and procedures
• Manage employee separation process for voluntary terminations
• Maintain employee files (both paper and online) to include employment agreements, up to date clearances, and other personnel information
• Track the timeline for clearance renewal for all employees, notify employees of expiration date, and assist with obtaining new clearances
• Support the management of clearances submitted by Volunteers and outside contractors
• Maintain and update employee payroll and human resource records, including pay rates, withholdings, and vacation and PTO days
• Produce the annual faculty and staff Employment Agreements and keep record of returns
• Update the Employee and Family Handbooks annually with input from school Leadership Team
• Complete all paperwork required by the ACA and submit to IRS each year
• Submit Workers Compensation claims and follow up with employee regarding the status
• Other projects as assigned

Accounting Responsibilities

• Review for accuracy and process invoices on a weekly basis or as needed and speak to Director of Finance Operations regarding any problematic invoices
• Prepare and mail live check payments to vendors, prepare and transmit ACH payments to vendors, or make payments to vendors using the school credit card
• Work with Administrative Assistant to ensure all checks are recorded and all credit card transactions have supporting documentation
• Ensure all vendors have complete paperwork filed with the school, included W-9 forms and Certificates of Insurance
• Annually prepare 1099s for all vendors that require them
• Interface with Director of Finance Operations for tasks including depositing checks, coding expenses, approving invoices and expense reimbursements
• Manage Petty Cash distribution
• Complete Payroll Journal entries and reconcile with related invoices


General Responsibilities

• Contribute positively to employee morale; maintain a positive, pleasant demeanor to all constituencies and support the Mission of Stratford Friends School
• Maintain confidentiality of all information, records, and conversations
• Participate fully in the life of the School community, including support for the essential work of the faculty and staff, admissions, business office, and advancement
• Perform other duties as assigned by the Head of School and Director of Finance Operations
• Adhere to the guidelines in the Employee Handbook, including punctuality, courtesy, and professional conduct


Specific work hours/schedule (as applicable)

• Typical hours of employment are 8am to 4pm unless duties and/or responsibilities require a variation in these times.
• Attend meetings and events outside of typical school hours, as needed.


Work authorization/security clearance requirements

• As required by Pennsylvania law, all employees who will work in direct contact with children are required to provide Pennsylvania State Police, Pennsylvania Child Abuse and FBI Criminal History background clearances
• If driving one of the school vans must provide a valid Driver’s license and annual individual driving record completed through PA Department of Transportation
• Provide all documentation required to meet proof of eligibility to work in the United States as detailed on the I-9 Employment Eligibility Verification


Affirmative Action/EEO/ADA statement:

Applicants and employees are provided equal employment opportunities without regard to race, ethnicity, religion, national origin, age, sex, gender or gender expression, marital status, sexual orientation, parental status, age, disability, genetic information, or any other category protected by law in each aspect of the human resources functions.”

Stratford Friends School will make every effort to accommodate an individual when made aware of a necessary accommodation to fulfill job duties. If necessary, the organization will make a determination on reasonable accommodations on a case-by-case basis in accordance with ADA law.

Qualifications

• Bachelor’s Degree in a related field
• A minimum of five years successful business office experience
• Strong organizational, interpersonal, and verbal and written communication skills
• Working knowledge of Microsoft Word and Excel and some familiarity with Bookkeeping software and Human Resource platforms
• Ability to evaluate and adjust business office functions to create efficient processes that support accurate work
• Ability to communicate effectively with all constituents in a school environment.


Specific equipment/software use/knowledge

• Proficient with Microsoft applications
• Familiar with Blackbaud, PayUSA, Plan Source or similar applications
• Operation of laptop and desktop computers


Physical Requirements and Work Environment

• Regularly sit, talk, hear and visually interact with staff and families.
• Be able to occasionally lift up to 30 lbs.
• Regularly use close and distance vision.
• Work at a desk and computer screen for extended periods of time.
• Turn, bend, reach and occasionally use a ladder.
• Work in a traditional climate-controlled office environment.