The Allen-Stevenson School, founded in 1883, is a K-9 independent school for boys with an enrollment of 415 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 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
Verify account codes on all invoices and check requests, enter payables into our accounting system, and generate purchase entries 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 and maintain fixed asset invoice records
Maintain vendor profiles, including maintaining W-9 forms and updating addresses and name changes in our accounting system as appropriate
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
Review and distribute the end of month Check Register and reconciled Unpaid Vendor Report
Maintain schoolwide Professional Development tracking spreadsheet
Administer the School’s WB Mason and Amazon accounts
Complete and file credit applications as needed
Provide tax-exempt certificates to faculty/staff and vendors, as needed
Assist faculty, staff and parent volunteers with procurement, including online orders, as necessary
Collect and reconcile receipts to monthly credit card statements and generate related 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. Excellent organizational skills are required, along with a strong working knowledge of Excel. Basic accounting knowledge and experience with accounting software is 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.
The Allen-Stevenson School actively seeks to forward its diversity goals through its process of hiring faculty and staff.
About The 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.