Business and Operations Administrative Assistant

Berkley Public Schools•Berkley, MA

11h•Onsite

About The Position

This position supports the efficient operation of the Business Office by assisting the Director of Business and Operations with financial reporting, payroll, accounts processing, purchasing, deposits, and related administrative functions. The goal is to ensure accurate processing of all school-related payments and fees, monitor past-due balances, and manage various financial systems. The role also involves administrative support for daily operations, assisting with claims, and serving as a primary point of contact for inquiries. Maintaining security, confidentiality, and collaborative working relationships are key aspects of this role.

Requirements

High School diploma
Related experience in financial bookkeeping
Office experience and data entry skills
Strong working knowledge of Microsoft Office and Google applications
Ability to work independently
Ability to work collaboratively
Ability to respond to emergency situations
Ability to complete and adhere to all district-wide mandatory training
Ability to adhere to all school and district policies and emergency procedures
Ability to communicate effectively verbally and in writing
Ability to ensure confidentiality regarding all personal information and educational records concerning staff, students, and their families

Nice To Haves

Possesses a strong working knowledge of Microsoft Office and Google applications
Maintains physical agility and strength to perform job-related tasks as appropriate
Be able to work in a noisy, stressful, high-pressure environment
Pursues professional training to keep skills current through participation in in-service training, workshops, conferences, and courses

Responsibilities

Coordinates the collection, recording, reconciliation, and deposit of daily receipts for student, staff, and vendor accounts, ensuring accurate processing of all school-related payments and fees.
Monitors and follows up on past-due balances and prepares status reports as needed.
Utilizes multiple management systems (e.g., student information, food service, and accounting) to process, track, and post internal and external transactions, issue past-due notices, and process refunds as needed.
Assists with purchase orders in compliance with M.G.L. Ch. 30B, and supports procurement activities, including but not limited to submitting required bid advertisements and awards (IFB, RFP, RFQ) to the Central Register, Public Purchase, local media outlets, and district web postings.
Reconciles district credit card transactions for bi-weekly warrant processing.
Processes the bi-weekly accounts payable warrant, including invoice entry, warrant preparation, and obtaining School Committee signatures.
Provides administrative support for Business Office operations, including but not limited to sales and meals tax reconciliation, ordering supplies, and managing postage meter funding.
Assists in the preparation and submission of quarterly Medicaid claims.
Serves as the Central Office's initial point of contact, assisting with general inquiries, answering telephone calls, and directing student, parent, and staff inquiries appropriately.
Maintains the security and confidentiality of financial and student records and carries out Business Office procedures in compliance with School Committee policies and established guidelines.
Assists in the preparation of monthly fiscal reports, including program budget reports and encumbrance reports by program.
Assists with the preparation and processing of bi-weekly payroll warrants, including reviewing timecards and reconciling approved leave time.
Updates student accounts in the cafeteria system, processes free and reduced meal applications, runs direct certification, prepares class lists, processes lunch prepayments, and reconciles cafeteria bank statements.
Maintains collaborative working relationships with the Superintendent’s Office, Human Resources, Town Hall, and other school and district departments.
Supports coordination of transportation and related administrative tasks.
Performs other duties and responsibilities as assigned by the Superintendent or designee.
Maintains a record of regular attendance; arrives and departs at specified contractual times, and notifies the appropriate person when absent.
Completes and adheres to all district-wide mandatory training.
Pursues professional training to keep skills current through participation in in-service training, workshops, conferences, and courses.
Adheres to all school and district policies and emergency procedures.
Communicates effectively verbally and in writing.
Ensures confidentiality regarding all personal information and educational records concerning staff, students, and their families.