Job description

Position involves support for all public school-related accounting, including attendance, operations, facilities, hot lunch, and child care programs. Approximately 1500-1600 hours per school year. Current Business Manager moving out of state.
Would like to have new candidate in place by 6/15/23 for overlap/cross-training.

Please submit Resume, Letter of Introduction, and Letter(s) of Recommendation.

Job Description

BUSINESS MANAGER

DESCRIPTION: Under the direction of the Maria Montessori Charter Academy (MMCA) Executive Director, the Business Manager has primary responsibility for implementing the fiscal, personnel, purchasing, accounts payable, accounts receivable, billing and payroll policies of a K-8 public charter school and a private preschool. The Business Manager is responsible for implementing all school policies and procedures in compliance with federal, state, and local law.

DUTIES AND RESPONSIBILITIES:

Student Information

1. Registrar for all pupils served by the school.
2. Assemble and distribute enrollment packets.
3. Maintain cumulative record files and other pertinent files and documents related to student enrollment.
4. Collect and report enrollment and attendance information for each student using approved software (currently AERIES and CALPADS), which includes but is not limited to: demographics, absences, grades, emergency records information, pupil discipline, special education, health, language, etc.

5. Assure students have the required immunizations prior to school entry.

Personnel

1. Complete required new employee paperwork for HR file.
2. Act as worker’s compensation and health/welfare benefits coordinator at site.
3. Track employee absence/vacation/sick leave.
4. Advise staff on personnel procedures.
5. Maintain confidentiality of employee records and employment status.
6. Maintain current Credentials, CPR and First Aid Certification, and TB clearance files for school employees.
7. Ensure all employees have background check via a clear DOJ Live Scan.

Payroll

1. Pay all staff in accordance with state and federal laws and regulations.
2. Liaison between employees and Charter School Business Services for all payroll related matters and paperwork; prepare and transmit employee payroll information (pay data, work calendar, work agreement, voluntary deductions, etc.) after authorization of Director.

3. Verify accuracy of payroll reported to Charter School Business Services.
4. Receive paychecks/stubs from Charter School Business Services and distribute to employees.

Purchasing

1. Coordinate all site requests, which include obtaining Executive Director approval for requests that exceed approved classroom budgets.
2. Administer petty cash fund and individual classroom budget accounts in accordance with MMCA policies and procedures; maintain written documentation of all expenses and verify accuracy and completeness of records.
3. Maintain inventory of office supplies; ensure orders are processed in a timely manner and in accordance with school policies.
4. Coordinate use of school site credit card.
5. Advise staff on purchasing procedures.
6. Receive/return goods; monitor all purchases to ensure timely receipt of ordered equipment, supplies, and classroom materials.

Accounts Payable

1. Forward approved invoices and other requests for payments to Charter School Business Services for processing.
2. Maintain professional and courteous relationship with vendors.
3. Understand and apply MMCA procedures to ensure timely and accurate payments to vendors.

Accounts Receivable and Billing

1. Prepare accurate monthly billings and send statements for preschool and before / after school care programs.

2. Maintain records of receivables.

Cash Receipts, Bank Deposits and Credit Card Receipts

1. Prepare bank deposits (cash and checks).
2. Maintain records and research any inquiries regarding payments received.
3. Forward deposit amount and coding information to Charter School Business Services.
4. Maintain secure file of credit card information for automatic payment.
5. Receive payment by credit card when appropriate.

National School Lunch Program

1. Oversee school participation in National School Lunch Program (NSLP), which includes breakfast and lunch. Oversight includes making sure Lunch Staff fill out all NSLP paperwork properly.

2. Bill and collect payments related to the NSLP program.

Facility Rental

1. Oversee scheduling and assure proper paperwork is completed to rent facility to outside organizations.
2. Bill and collect payment from organizations for facility rental.

Miscellaneous Other Duties

1. Respond to periodic information requests from Charter School Business Services, Placer County Office of Education, and California Department of Education regarding enrollment, student standardized testing, CBEDS, risk management and insurance, etc.

2. Work with auditors and provide them with any documentation requested during the course of their audit. Maintain financial records needed for audit.

3. Maintain business and property records and inventories.
4. Investigate and obtains appropriate insurance.
5. Provide front-office coverage; assist with answering telephone calls and handling school visitors.
6. Supervise students present referred to office for health or disciplinary reasons.
7. Other duties as required.

Education/Training

Minimum: Two years of business college or equivalent.

Experience

Minimum: Three years clerical and business experience that would indicate possession of the above qualifications. First Aid/CPR Certification; current TB testing and clear Live Scan

Skills Needed for this Position

1. Knowledge of fiscal procedures and methods, payroll preparation, student attendance, and accounts payable and receivable.
2. Knowledge of purchasing procedures and practices.
3. Knowledge of computerized accounting programs.
4. Knowledge of health and welfare/employee benefits management.
5. Ability to effectively communicate, both orally and in writing.
6. Diplomacy, tact, professionalism, and strong interpersonal skills.

7. Project and time management skills.

Job Types: Full-time, Contract

Pay: $28.00 - $40.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Work Location: In person

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