The Allen-Stevenson School, founded in 1883, is a K-9 independent school for boys with an enrollment of 420 students. The School seeks a Business Office Associate, who will be an integral part of the Business Office, interfacing with the school community and assisting to fulfill goals of the Business Office. The Business Office Associate reports directly to the Controller and provides support to the Director of Finance and Operations.
The Business Office Associate is responsible for administering Accounts Payable, and maintaining various schedules, including but not limited to those relating to cash management, disbursements, Construction in Progress (CIP), fixed assets, and professional development.
Accounts Payable Responsibilities
Retrieve and open the mail, distribute invoices to the correct Department Head for approval, and track invoices through the approval process
Compare packing slips and vendor invoices to ensure accurate billing
Review all employee reimbursement requests, and verify submissions are consistent with the School’s Travel and Expense Policy
Code each invoice and check request, enter it into our accounting system, and generate purchase entry for approval
Identify billing errors and work with vendors to resolve any discrepancies to ensure proper credits are given
Issue checks and collate with invoices for signature, and mail signed checks in a timely manner
File all paid invoices
Maintain vendor profiles, including updating addresses and name changes in our accounting system as appropriate, and W-9 forms and information
Upload weekly check run to bank for Positive Pay
Prepare and mail 1099 forms to vendors and 1096 form at end of year
Schedules and Reporting
Update Cash Flow and Cash Disbursement schedules weekly
Update Fixed Asset and Construction spreadsheets monthly
Print and distribute the end of month Check Register and Unpaid Vendor Reports
Administer the School’s WB Mason and Amazon accounts
Complete and file credit applications as needed
Providing tax-exempt certificates to faculty/staff and vendors, as needed
Assist faculty, staff and parent volunteers with procurement, including online orders, as necessary
Register teachers and staff for Professional Development and assist with travel arrangements
Collect and reconcile receipts to monthly credit card statements. Prepare necessary journal entry
Allocate food service/catering and postage expenses monthly
Prepare miscellaneous journal entries as needed
Assist Controller and DFO as needed
Required Skills and Qualifications
This individual should possess excellent oral and written communication skills, and a service oriented demeanor with the ability to work well with others. Strong working knowledge of Excel and accounting software is required. Basic accounting knowledge is strongly preferred. Experience with Senior Systems is a plus.
Please visit The Allen-Stevenson School website at www.allen-stevenson.org for additional information. To explore this great opportunity, please submit a cover letter, resume and salary requirements to firstname.lastname@example.org. Please reference “Business Office Associate” in the subject line.
About Allen-Stevenson School
The Allen-Stevenson School actively seeks to forward diversity goals through its process of hiring faculty and staff. Please email your resume and cover letter to email@example.com.