Charter Schools USA Hiring For Bookkeeper/administrative Assistant at Jacksonville, FL, United States , United States Full Time

Job Description

JOB PURPOSEThe School Operations Administrator is responsible for managing the financial, operational, and HR functions at the school level. The School Operations Administrator will work daily with the CSUSA Support Center functional areas to insure school compliance with all CSUSA policies and protocols as established for all areas of responsibility. These functional areas include but are not limited to procurement, offer letters, onboarding, and grants.ESSENTIAL DUTIES AND RESPONSIBILITIESHUMAN RESOURCES Management: Creates position openings in HR system. Works in conjunction with Offer Letter Specialist to commence offer process and sends required documents regarding offers. Boards new employees in the HR system and works daily with Employee Onboarding and Compliance Specialist to insure all employees have completed all new hire paperwork in a timely manner. Supports all school personnel in completing electronic Human Resources (“HR”) onboarding submissions, including but not limited to, new employee portal, benefit applications, ADP Salute, and ADP Payroll information. Implements and monitors new hire information in Student Information System (SIS) and Time & Attendance systems in ADP; maintains employee data in both systems. Works in conjunction with the Principal, the Finance Department and the Human Resources Department to ensure that the school stays within the approved Staffing Budget and various line items. Manages and maintains all confidential employee and school documents.PAYROLL: Manages employees in self-posting PTOs in the HR system. Ensures compliance and accuracy in the HR Time and Attendance system. Audits payroll previews presented by Payroll Department to authorize processing of payroll. Manages and trains employees on all required HR systems. Prepares School-based reports as required by the Payroll Department. Oversees and approves I.T. and Facilities school based employee hours and PTO.BENEFITS: Assists the Human Resources Department in formulating and executing open enrollments and other Benefit meetings and prepares required reports. Manages and trains employees on family status changes, 401k, benefits selection and compiles appropriate paperwork as required. Manages requests, information and documentation from employees for FMLA, Short-term and Long-term disability and assists Human Resources Department with requests, information and documentation.OPERATIONS: Works directly with Director and Manager of Procurements on purchase orders and goods needed. Manages National School lunch program at the school level working directly with the Support Center. Manages the school’s food and transportation services by coordinating with service providers and overseeing deliveries. Manages all school inventory purchased.FINANCE/ACCOUNTING: Manages financial records of the School in accordance with Company Policy and assists Staff Accountant with monthly Financial Statements. Supervises all check request and bank deposits including cash deposits of $10,000 or more and ensures compliance with the Currency Transaction Reporting Requirements and Company Policy which will be provided and trained upon once hired. Supervises and trains delegates to make deposit and accept cash on schools behalf. Forwards approved invoices to Accounts Payable department on a weekly basis. Monitors and reconciles balances of School-based accounts in a timely manner. Manages and trains on procedure for collection of any NSF checks in a timely manner. Oversees and approves expenditure Invoices at the school level. Maintains and reconciles Petty Cash Account based on Company Policy. Prepares and maintains school budget and staffing matrix at the school level with Finance department in Adaptive Planning on a monthly basis. Participates on all School Dashboard calls and assists Principal with follow-up issues related to the call, as needed.GRANTS/COMPLIANCE: Works daily with Education Grants Manager. Supervises timelines and grant draw downs. Attends grant trainings to prepare and administer grants at school level. Supports compliance department ensuring compliance at school level is maintained.RISK MANAGEMENT: Ensures adherence to proper safety procedures. Acts as liaison to HR and Benefits teams in relation to respective employee injuries. Processes and oversees all Workers’ Compensation claims electronically in the prescribed manner, and assists Employee in seeking medical care by providing proper authorization forms. 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.FACILITIES and I.T.: Supervises all school based Facilities and I.T. employees. Point of contact for submitting Work Tickets for I.T., property, maintenance and safety needs at the school and processes all Help Tickets in a timely manner. Responsible for monitoring the facility as per the Facilities Handbook. Ensures 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. Manages and documents end of year key return from faculty/staff. Processes all information and documentation for facility sub-leases and submits to Director of Projects and Facilities and Risk Management for approval.**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 environmentJOB REQUIREMENTS Bachelor’s or higher in Accounting, Finance or related field of study from an accredited institution. At least 2+ year’s 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.Job Type: Full-timePay: From $45,000.00 per yearBenefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Required)

Experience:

• Bookkeeping/Finance: 2 years (Required)

Work Location: One location