Responsible for keeping a complete, confidential, accurate, and systematic set of records for all financial transactions carried out by the School in a manner that will optimize the Schools efficiency, help achieve the Schools mission and goals, and result in outstanding customer service. The Business Operations Manager will manage the business affairs of the School in conjunction with the Principal and the Regional Business Operations Manager, and will maintain a positive attitude that promotes team-work at the School and a favorable image of the organization. The Business Operations Manager will insure school compliance with all CSUSA policies and protocols as established for all areas of responsibility.ESSENTIAL DUTIES AND RESPONSIBILITIESThe School Business Operations Manager responsibilities involve recordkeeping, office operations, communications and other duties as assigned by the Regional Business Operations Manager. The job will require the following duties: FINANCE/ACCOUNTING: Keeps financial records of the School in accordance with Company Policy and assists Staff Accountant with monthly Financial Statements, as needed. Forwards approved invoices to Accounts Payable department on a weekly basis. Makes all bank deposits in accordance with Company Policy. Follows and supports all federal laws as part of its Business Operations Makes cash deposits of $10,000 or more and must comply with the Currency Transaction Reporting Requirements which will be provided and trained upon once hired. Monitors and reconciles balances of School-based accounts in a timely manner. Follows-up on, and help collect, any NSF checks in a timely manner Follows-up on any outstanding checks of school-based accounts and help PR Department in resolving any outstanding PR checks Prepares and submits Purchase Orders while obtaining proper approvals based on Company Policy. Prepares and submits Check Requests while obtaining proper approvals based on Company Policy. Reviews and approves expenditure Invoices in coordination with Principal. Maintains and reconciles Petty Cash Account based on Company Policy. Maintains staffing matrix in Adaptive Planning on a monthly basis. Prepares periodic reports as requested by the Finance Department/RBA.HUMAN RESOURCES: Assists all personnel in completing electronic Human Resources (HR') onboarding documents, including but not limited to, new employee portal, benefit applications, ADP Salute, and ADP Payroll information. Enters new hire information into Student Information System (SIS) and Time & Attendance systems in ADP; maintains employee data in both systems. Maintains personnel files in a confidential manner. Supports the new hire/recruiting process by properly completing job requisitions in Virtual Edge, offer letter request, other items as needed, and secure all the required paperwork. Stays current with new techniques that arise in the Virtual Edge system. Works with the Principal, the Finance Department and the Human Resources Department to ensure that the school stays within the approved Staffing Budget. PAYROLL: Assists employees in self-posting PTOs in the ADP system, as necessary. Reviews entries to ADP Time and Attendance system for accuracy. Makes corrections when necessary as the ADP Time and Attendance Administrator, and ensures proper authorization of the correction. Ensures that all T&A codes are up to date with PR authorization. Reviews entries to ADP Time and Attendance system for accuracy. Make corrections when necessary as the Time and Attendance system administrator, and ensures proper authorization of any correction. Reviews payroll register presented by Payroll Department to authorize processing of payroll. Assists employees with HRO/PR issues and stay current with technological improvements in the PR systems to best assist staff. Prepares periodic reports as required by the Payroll Department. Keeps all payroll information confidential. BENEFITS: Assists the Human Resources Department in setting up and executing open enrollments and other Benefit meetings and prepare any reports as required. Supports employees effective date of eligibility for 401(k) and other benefits Coordinates employee family status changes, collect any appropriate paperwork, and/or assist with self-changes in ADP for timely submission to Human Resources Department. Coordinates requests by employees for FMLA, Short-term and Long-term disability by forwarding employee requests to Human Resources Department and assisting employees in completing paperwork, if necessary.GRANTS/COMPLIANCE: Monitors Grants Financial Reports Monitor timelines and grant draw downs Attend grant trainings to prepare and administer grants at school level Support compliance department insuring compliance at school level is maintainedRISK MANAGEMENT: Ensures adherence to good safety procedures. Acts as liaison to Workers Compensation Manager in relation to respective employee injuries. Processes all Workers Compensation claims electronically in the prescribed manner and assists Employee in seeking medical care by providing proper authorization form. Oversees, maintains, and processes all student accident claims in the prescribed manner. Acts as a Liaison to Facilities and Finance departments on property and casualty claims.OPERATIONS: Oversee specialized school operation procurement and vendor management at school Ensure proper data reporting Oversee National School lunch program at school Maximize participation in school Manage the schools food and transportation services by coordinating with service providers and overseeing deliveries Manage the schools supply and asset inventoryFACILITIES: Acts as point of contact for submitting Work Tickets for property, maintenance and safety needs at the school and processes all Facilities Help Tickets in a timely manner Acts as a liaison to Facilities Department. Responsible for monitoring the facility as per the Facilities Handbook. Insures all permits and licensing are renewed/paid and posted on a timely basis; no permit or license should be expired. Maintains an accurate, documented inventory of school keys for administrators, teachers and substitutes. Coordinates and documents end of year key return from faculty/staff. Coordinates and processes all information and documentation for facility sub-leases and submits to Director of Projects and Facilities and Risk Management for approval. BUDGETING: Assists in the preparation and maintenance of School Budget with the RBA. Utilizes the Adaptive Planning tool in the method and time frames prescribed by Finance Department and the RBA. Advises and assists Principal with Budget Line Item questions in conjunction with RBA. Participates on all School Dashboard calls and assists Principal with follow-up issues related to the call, as needed, in coordination with the RBA.OTHER AREAS: Receives all materials and arrange for distribution to the proper department in accordance with Company Policy. Assists with receiving Facilities Materials/Equipment as necessary. Follows federal and state laws, as well as company policies. Maintains interpersonal and community relations skills and the ability to communicate and works effectively within a diverse community Exercises independent judgment and manage and imparts information to a range of clientele and business sources. Performs and promotes all activities in compliance with equal employment and nondiscrimination policies of the company. Interacts effectively and appropriately with the general public, staff members, students, teachers, parents and administrators using Red Carpet Customer Service guidelines.**MAY PERFORM OTHER DUTIES AS ASSIGNED** SKILLS AND KNOWLEDGE Time Management: Prioritizing, Organizing, Scheduling Computer Basics – Windows, Internet Aptitude for mathematics and the ability to concentrate on detail. Communication – Oral, Written, Interpersonal (active listening) Ability to multitask Ability to remain calm in fast-paced environment
JOB REQUIREMENTS Associate degree or higher in Accounting, Finance or related field of study from an accredited institution. At least 1+ years School Operations or Business Management experience required Experience in an educational environment preferred. Must maintain confidentiality at all times. Knowledge and practical experience beyond basic bookkeeping. Knowledge and practical experience using MS Word, Excel, QuickBooks. Ability to work independently and make decisions in accordance with established policies and regulations. Polite, courteous and tactful with the public and co-workers.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting for long periods of time The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 10 pounds of force Vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. School setting. Noisy at various times throughout the day. Frequent interruptions from staff and telephone callersDISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.FLSA OVERTIME CATEGORY: Job is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).EVALUATION: Performance will be evaluated in accordance with Charter Schools USA Policy.DISCLAIMER: The Charter Schools USA Human Resources Department retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by Human Resources Department will be subject to disciplinary action up to and including termination.