Business Office Associate

Job Details

Department: Business Office

FLSA: Non-Exempt

Designation: Full Time, Calendar Year, Staff

Schedule: 35 hours per week, in-office

Report to: Controller

Travel: N/A

The Business Office team is committed to advancing the mission of the School by providing accurate and timely financial services, exceptional customer support for the School community, and responsible stewardship of the School's resources. The Business Office Associate supports the daily financial, administrative, and operational activities of the Business Office. This position performs a broad range of accounting, purchasing, payment processing, systems administration, and program support responsibilities and serves as a key liaison between the Business Office and departments across campus.

The ability to create a warm and welcoming environment for all members of the community who work with the Business Office is required. The ideal candidate is organized, detail-oriented, adaptable, comfortable learning new systems, and able to manage multiple priorities in a collaborative, service-oriented environment. The Associate’s responsibilities will naturally shift to meet emerging priorities and administrative needs. Inhabiting a proactive mindset and strong adaptability are essential for success in this role.

Experience working in a private school or nonprofit organization is preferred but not required.

• Assists with the preparation of monthly departmental journal entries.
• Assists with monthly account reconciliations and investigates variances.
• Enters, prepares, and processes routine journal entries in the accounting system.
• Completes weekly gift uploads to the accounting system and verifies the accuracy and completeness of uploaded data.
• Verifies, records, and reconciles applicable bank transactions and bank fees.
• Assists the Controller with investment-related reconciliations, including obtaining and maintaining investment manager statements.
• Reviews and processes transactions for the Business Office purchasing card (credit card) program and maintains complete supporting documentation.
• Administers the School's prepaid card program, including funding cards for Athletics, Student Activities, and other school programs; reviews receipts and supporting documentation for accuracy and ensures expenses are properly coded.
• Manages individual cardholder budgets within the prepaid card platform.
• Processes approved payments for athletic officials through Arbiter and prepares the related general ledger entries.
• Reconciles credit card and prepaid card activity and prepares and records related payment transactions in the general ledger.
• Serves as the primary Business Office liaison for the School's golf program by providing administrative and financial support; creates and maintains related forms and systems, including FACTS and Square point-of-sale and web configurations.
• Administers golf membership activities and communications, including season opening and ongoing member correspondence, management of the golf program email account, membership tracking, and preparation of recurring membership reports.
• Assists with financial administration of the Student International Travel Program, including travel budget review, expense reconciliation, and related financial reporting.
• Provides accounts payable support and backup coverage for other Business Office personnel as needed.
• Cross-trains in Business Office functions to provide operational backup and ensure continuity of service.
• Maintains accurate, complete, and organized accounting and administrative records in accordance with the School's record retention policies.
• Provides documentation and support for month-end and year-end closing activities, annual audits, and other financial reporting requirements.
• Provides administrative support for the School's auxiliary services, including vendor-related support, as needed.
• Recommends process improvements to increase efficiency and strengthen internal controls.
• Maintains confidentiality of financial, employee, student, and donor information.
• Participates in special projects and performs other accounting, administrative, and related duties as…