POSITION TITLE: Assistant Business Manager
CLASSIFICATION: Non-Licensed Administrator
STARTING DATE: ASAP
REPORTS TO: District Business Manager & Superintendent
WORK YEAR: 22/23 School Year 260 days with 4 weeks’ vacation
SALARY & BENEFITS:
Salary established by the School Board between $52,000 – $67,000.
Full benefits package and 6% PERS paid by the District.
Application Deadline Date: Open until filled
Position Description: The Assistant Business Manager works in a virtual collaborative work environment with the Superintendent, Business Manager, and Staff. The Assistant Business Manager will coordinate and perform technical and confidential payroll cycles, quarterly tax reporting, coordinate employee benefits, and maintains all personnel and leave records, new hire onboarding and record-keeping requirements, in a timely and accurate manner in support of the school district, long-term goals and the existing strategic operating plans.
ESSENTIAL DUTIES AND PERFORMANCE RESPONSIBILITIES:
• Prepares monthly payroll and pays all liabilities.
• Issues and records adjustments to pay related to previous errors or retroactive changes.
• Tracks and reports employee leave and makes appropriate adjustments in compliance with Charter policy, state, and federal leave laws.
• Ensures accurate and timely filing of payroll records and processes quarterly payroll reporting for state and federal.
• Reconciles and maintains all PERS records, making changes and resubmitting as necessary.
• Performs advanced level calculations and recordkeeping including: payroll processing, wage/overtime payments, paycheck advances, wage reductions or garnishments, leave account totals, etc.
• Prepares general ledger entries.
• Provides information to employees and managers on payroll matters, tax issues, PERS, and benefit plans.
• Appropriately maintains and secures confidential records and inquiries.
• Professionally represents the charter school in interactions with staff, and vendors.
• Maintains appropriate certifications and training, keeps informed about changes in tax and deduction laws pertaining to payroll, as required.
• Complies with applicable charter, state, local, and federal laws, rules, and regulations.
• Receive, verify, process, and reconcile invoices before processing for payment.
• Scrutinize account codes used on Purchase Orders for accuracy and appropriateness.
• Coordinate and communicate deadlines and timelines to various departments.
• Ensure all appropriate authorizations are obtained in relation to invoice processing.
• Directly deposit or distribute checks to vendors on specified deadlines.
• Keep informed about changes in laws and regulations affecting 1099s, taxable payments, and district policies.
• Provide information to employees and managers regarding Purchase Orders, invoices, expenditures, and budget.
• Develop and improve the systems used to process the entire Accounts Payable cycle.
• Prepare and file annual 1099s; obtaining necessary W-9s prior to payment.
• Verify vendor accounts by reviewing monthly statements and related transactions.
• Disburse and track petty cash, verifying documentation for purchases.
• Answer vendor inquiries in a timely and responsible manner.
• Manage storage of invoice records, following the District’s record retention policies.
• Create invoices with proper accounting codes and calculations; send to customers in a timely manner.
• Receive, verify, process, and reconcile receipts before processing for deposit.
• Post payments to appropriate invoices, manage overpayments and underpayments, and process refunds if appropriate.
• Coordinate and communicate deadlines and timelines to various departments.
• Research and follow up on unpaid invoices and make appropriate attempts to collect debts.
• Post cash receipts for non-invoiced amounts, including GL interfaces and spreadsheet templates.
• Prepare and deliver bank deposits as necessary.
• Ensure proper coding and tracking of all expenditures related to grant funds.
• Create and post journal entries with appropriate documentation.
• Monitor expenditures for reasonableness and alignment with donor requests and/or requirements.
• Maintain accounting information in order to generate reports to compare actual expenditure to budget.
• Reconcile general ledger accounts and investigate any potential accounting errors or irregularities.
• Provide reports to a wide variety of audiences. Serve as an information resource about grant funds.
• Request grant funds which are paid on a reimbursement basis through an automated online system.
• Perform General Ledger, revenue processing, and bank reconciliation functions as required.
• Reconcile General Ledger balance sheet accounts and fund balances according to schedule.
• Prepare information and schedules requested by auditors and various review agencies.
• Assist with budget preparation.
• Review journal entries created and posted by other staff members.
• Provide bookkeeping, clerical, and support functions for Nutrition Services program.
• Review, monitor, and create General Ledger account codes within compliance with the Program Budgeting and Accounting Manual (PBAM) and to benefit the District’s accounting methods; make recommendations for improvements.
• Manage components of the accounting information system as delegated.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
● Education and or Experience: Associate's degree (A.A.) or equivalent from two-year college or technical school. Bachelor’s degree (B.A.) preferred. Prior successful experience working in an accounting or payroll position strongly preferred.
● Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict, maintaining confidentiality, listening to others without interrupting, keeping emotions under control, remaining open to others’ ideas, and contributing to building a positive team spirit. Demonstrated ability to multi-task and work with staff, parents, and vendors.
● Language Skills: Ability to communicate fluently in English, both verbally and in writing. Ability to effectively present information and respond to questions in one-on-one and small group situations. Ability to verbally respond to common inquiries from staff, parents, and vendors. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, and governmental regulations. Ability to write routine reports and correspondence.
● Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, monetary units, common fractions, and decimals. Ability to compute, figure and apply rate, ratio, proportions, and percentages to practical situations. Ability to apply basic concepts of algebra, probability, and statistical inference.
● Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
● Computer Skills: Strong working knowledge of computer usage and ability to use database software, accounting software, internet software, e-mail, spreadsheet, word processing software, and other software programs as determined by the Charter School. Ability to type accurately and proficiently.
● Other Skills and Abilities: Ability to appropriately communicate with staff, students, parents, vendors, and community members. Working knowledge of multiple states and federal leave and payroll laws strongly preferred. Ability to meet timelines and exercise good judgment while working in a dynamic environment.
Talent Ed Application on District Website
Link to Job Posting
Employer Website: http://www.blachly.k12.or.us/category/employment/
EEO and ADA information: Blachly SD is an affirmative action/equal opportunity institution. The district does not discriminate in employment, treatment in, admissions to, or access to its programs, activities, and services on the basis of race, color, age, sex, national origin, disability, or otherwise prescribed by applicable state and federal laws and regulations. Blachly School District will provide reasonable accommodations for the known disabilities of all applicants upon request and with appropriate advance notice.