Position description: The Administrative Assistant to Directors of Finance and Admissions is responsible for providing administrative and bookkeeping support to the Director of Finance and administrative support to the Director of Admissions. This is a twelve month, full-time, permanent position.
Position Classification: Non-exempt (hourly employee)
Reports to: Director of Finance and Director of Admissions
Qualifications: High school diploma required; undergraduate experience preferred but not required. Familiarity with basic bookkeeping procedures, with 3 or more years of experience preferred. Familiarity with basic secretarial duties, with 3 or more years of experience preferred.
Required Knowledge, Skills, and Abilities:
ability to work well with others and be a team player;
ability to follow written and verbal direction;
ability to prioritize workload, meet deadlines, and manage multiple projects simultaneously;
excellent verbal and inter-personal communication skills
basic typing skills
knowledge of Microsoft Office suite
Duties and Responsibilities:
Business Office Assistant:
receive and record in the school’s financial database software all monies and payments received to include tuition payments, extended care program payments, facility use payments from external afterschool providers, refunds, sports camps fees, class trip fees, uniform deposits for sports teams, special event fees, and class project fees;
enter accounts payable into the school’s financial database software to include all utilities, insurance (medical, dental, AFLAC), textbook/workbook orders, supplies (school/cleaning), repairs and upkeep, and any other bills incurred by the school including the Media Center;
forward checks coinciding with bills for approval and signature by Head of School, or designated person in the absence of the Head of School;
verify charges on credit card bills and make payments;
record documentation for all items received or disbursed, entering the correct amount in the school’s financial database software, and applying to the correct account;
prepare and record deposits for the school’s bank accounts;
order any and all school supplies/printing needs for faculty, staff, & administration;
order textbooks, workbooks, weekly readers, and other instructional materials as requested by Faculty and approved by the Head of School;
maintain a record of receipt for all materials ordered and prepare payment for invoices submitted by vendors;
serve as a backup trained in processing of monthly payroll.
maintain address list/contacts of high schools where our students typically enroll;
assist with pre-planning, set-up, collection of items and monies, arrangements with vendors, and disbursement for expenses for special events (e.g. High School Night, Open House, etc.);
maintain all contact lists and generate letters for Admissions testing and acceptance/rejections;
assemble information packets for Admissions;
conduct tours for prospective parents in the absence of the Director of Admissions;
request records for prospective students (transcripts, teacher recommendations, and other evaluations) from those students’ current schools
collect and record all testing fees and deposit to correct operating account in the school’s financial database software;
type additional correspondence as needed.
Schedule and working hours: During the school year (approximately August 10 – June 1): Monday through Friday, 8:00 a.m. – 4:00 p.m..; during the summer, Monday through Thursday, hours as prescribed by the Head of School.
Special requirements: None
About Mason Preparatory School
Mason Preparatory School is an independent, non-profit, co-ed institution for grades K-8