2022-23 Front Office Position Description
River Grove: A Marine Area Community School
Application closes 11/22/22
To Apply: Please complete the online application.
River Grove will utilize the natural resources, history, arts, and civic stewardship of the community to create and sustain a student-centered, teacher-designed, and community-supported learning environment.
River Grove is a public charter school serving students in grades K-6, located in the beautiful Wilder Forest. Our incredible campus setting, on 73 acres of wooded and lake property, is utilized daily to provide a unique learning program that emphasizes the outdoors and place-based learning. Project-based learning is incorporated in each classroom.
The Business Manager will provide assistance to the School Director and Executive Director of Student Services with managing and coordinating financial and human resources materials. This includes managing incoming and outgoing accounts payable, staff timesheets, supplies, new staff onboarding, contracts, support with facilities and other support as needed. This position serves as a primary finance and HR representative for the district leaders to ensure that support is of the highest professional quality and consistent with River Grove’s standards.
SALARY: Based on qualifications and experience
QUALIFICATIONS AND SKILLS:
- Associates degree or higher, with a major in/or experience in finance or human resources, but not required
- Experience in charter school finance or school HR, but not required
- Interest in student education
- English language proficiency, both spoken and written
- Strong computer skills
- Must be detailed oriented and a self starter
- Demonstrate the ability to build trusting relationships and establish strong credibility with colleagues, vendors, contractors, outside agencies, and parents
1) Accounts Payable
a. Track and manage invoices
b. Correspond with accounting and finance company on accounts payables and financial matters
c. Check proofs
d. Code and support invoices, including special education invoicing
e. Follow up with vendors when there are issues with billing
f. Organize and manage vendor and accounts payables spreadsheets
g. Monitor and maintain special education budgets
h. Assist the administration with all aspects of school finance
a. Send reminders to hourly staff to submit timesheets
b. Review timesheets for accuracy
c. Track staff hours (spreadsheet)
d. Correspondence with finance company twice per month (staff timesheets)
e. Monitor PTO for hourly employees
f. Monitor finance company payroll quarterly to ensure wage/salary is correct for all employees
a. Research and advise on purchase requests from teachers and staff for office and classroom supplies
b. Organize and maintaining special education inventory
c. Assist with decommissioning obsolete special education materials
d. Order and manage campus needs such as dumpsters and porta-potties
4) Reconcile Credit Card
a. Gather receipts from whoever used the card
b. Enter credit card charges on spreadsheet
c. Send spreadsheet and receipts to finance company monthly
d. Complete monthly reconciliation
5) New Hire Paperwork
a. Process all new hire paperwork for employee
b. Send all paperwork to accounting and HR advisors
c. Keep files of employee paperwork, including I-9s
d. Along with School Director, draft and issue offer letters to new employees
e. Answer employee questions about tax forms, direct deposit, problems with checks, errors, etc.
g. With the School Director, maintain staff handbook
a. Each year, write up language on new contracts with contact days, PTO days, etc., for all employees
b. Type up contracts, distribute, collect when signed, file
c. Update finance and accounting company’s system on new staff with correct rate
d. Manage and organize consultant contracts for special education
e. With the School Director and Executive Director of Student Services, maintain, update, and distribute consultant handbook
7) Keys and Campus Security
a. Make copies of keys; issue sets to staff as needed
b. Create and maintain a storage system for all keys accumulated
c. Create and maintain system to track staff keys issued
d. Create a future process for doors re-keyed to ensure safety
e. Contact and support the locksmith
f. Anything to do with the fob-activated door system, contact SCSI (company that monitors fob-activated doors) including getting quotes for the system and having it installed
g. Enter new employees in the key system and issue fobs
h. Deactivate employees as needed at the end of the year or when employees leave
i. Set up hourly parameters for each employee
a. Make bank deposits
b. Organize and categorize checks when depositing so they are coded correctly
c. Manage grant applications
d. Work with finance and accounting company to accurately track and code on-line deposits for field trips, extra curricular activities, and lunches
a. During winter, coordinate vendors for snow removal and salt application if needed
b. Submit all work orders to the landlord for anything on campus that needs to be fixed
c. Receive and organize staff facility requests
a. Get and process mail
b. Contact person for finance and accounting company for anything regarding payroll, accounts payable, new hires, contracts, etc.
c. Back up in the office (phones, etc.)
d. Help monitor the department’s culture so that it supports the attainment of the district’s goals and promotes employee satisfaction.
e. Perform special projects as requested
f. Business Manager duties as required by the position
- Work in the outdoors: River Grove staff and students frequently spend the majority of their days in our outdoor setting (weather permitting), enjoying our amazing campus.
- Professional development: River Grove provides professional development and training for staff depending on needs and interest, but always including best practice in building a safe and inviting climate for learning.
- Career track and advancement: Many opportunities are available to River Grove staff, depending on their interests, efforts, and expertise.
This position requires vocal communication, hearing, climbing, balancing, stooping, kneeling, reaching, standing, walking, sitting, pushing, pulling, use of hands to grasp and feel, and vision abilities including close, distance, and adjusting focus. Lifting/moving required frequently up to 25 pounds and occasionally up to 40 pounds or more. Work occasionally requires exposure to bloodborne pathogens and is generally in a moderately noisy location. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To Apply: Please complete the online application.