Business Office Associate

The Hotchkiss School • Lakeville, CT

6d • Onsite

About The Position

The Business Office Associate supports the daily financial, administrative, and operational activities of the Business Office. This position performs a broad range of accounting, purchasing, payment processing, systems administration, and program support responsibilities and serves as a key liaison between the Business Office and departments across campus. The ability to create a warm and welcoming environment for all members of the community who work with the Business Office is required. The ideal candidate is organized, detail-oriented, adaptable, comfortable learning new systems, and able to manage multiple priorities in a collaborative, service-oriented environment. The Associate’s responsibilities will naturally shift to meet emerging priorities and administrative needs. Inhabiting a proactive mindset and strong adaptability are essential for success in this role. Experience working in a private school or nonprofit organization is preferred but not required.

Requirements

• Associate degree in Business Administration, Accounting, Finance, or a closely related field preferred; equivalent relevant experience will be considered.
• Experience supporting business office, accounting, accounts payable, purchasing, administrative, or customer service functions preferred.
• Experience working in a private school or nonprofit organization is preferred.
• Working knowledge of business office practices, procedures, recordkeeping, and office technology.
• Strong interpersonal and communication skills, with the ability to provide responsive, welcoming service and build effective working relationships with a wide range of constituents.
• Ability to work independently and collaboratively in a fast-paced environment with flexibility and adaptability as priorities and projects change.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks, timelines, and changing deadlines.
• Experience handling confidential and sensitive information with professionalism and discretion.
• Strong computer skills, including Microsoft Excel, and the ability to learn and effectively use accounting, payment, purchasing, and administrative software systems.
• Ability to maintain accuracy in data entry, transaction processing, account reconciliation, and proofreading.

Nice To Haves

• Experience working in a private school or nonprofit organization is preferred but not required.

Responsibilities

• Assists with the preparation of monthly departmental journal entries.
• Assists with monthly account reconciliations and investigates variances.
• Enters, prepares, and processes routine journal entries in the accounting system.
• Completes weekly gift uploads to the accounting system and verifies the accuracy and completeness of uploaded data.
• Verifies, records, and reconciles applicable bank transactions and bank fees.
• Assists the Controller with investment-related reconciliations, including obtaining and maintaining investment manager statements.
• Reviews and processes transactions for the Business Office purchasing card (credit card) program and maintains complete supporting documentation.
• Administers the School's prepaid card program, including funding cards for Athletics, Student Activities, and other school programs; reviews receipts and supporting documentation for accuracy and ensures expenses are properly coded.
• Manages individual cardholder budgets within the prepaid card platform.
• Processes approved payments for athletic officials through Arbiter and prepares the related general ledger entries.
• Reconciles credit card and prepaid card activity and prepares and records related payment transactions in the general ledger.
• Serves as the primary Business Office liaison for the School's golf program by providing administrative and financial support; creates and maintains related forms and systems, including FACTS and Square point-of-sale and web configurations.
• Administers golf membership activities and communications, including season opening and ongoing member correspondence, management of the golf program email account, membership tracking, and preparation of recurring membership reports.
• Assists with financial administration of the Student International Travel Program, including travel budget review, expense reconciliation, and related financial reporting.
• Provides accounts payable support and backup coverage for other Business Office personnel as needed.
• Cross-trains in Business Office functions to provide operational backup and ensure continuity of service.
• Maintains accurate, complete, and organized accounting and administrative records in accordance with the School's record retention policies.
• Provides documentation and support for month-end and year-end closing activities, annual audits, and other financial reporting requirements.
• Provides administrative support for the School's auxiliary services, including vendor-related support, as needed.
• Recommends process improvements to increase efficiency and strengthen internal controls.
• Maintains confidentiality of financial, employee, student, and donor information.
• Participates in special projects and performs other accounting, administrative, and related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree