Job Description

REPORTS TO:  

CHIEF FINANCIAL OFFICER

JOB CLASSIFICATION:

EXEMPT, 12 MONTHS

ADMINISTRATIVE ASSISTANT JOB PURPOSE:

PERFORM A WIDE RANGE OF ADMINISTRATIVE AND OFFICE SUPPORT ACTIVITIES FOR THE DEPARTMENT TO FACILITATE THE EFFICIENT OPERATION OF THE ORGANIZATION.

ADMINISTRATIVE ASSISTANT TO THE BUSINESS OFFICE

• PROVIDE REAL-TIME SCHEDULING SUPPORT BY BOOKING APPOINTMENTS AND PREVENTING CONFLICTS.

• MAKE TRAVEL ARRANGEMENTS, SUCH AS BOOKING FLIGHTS, CARS, HOTEL RESERVATIONS.

• SCREENS PHONE CALLS AND ROUTES CALLERS TO THE APPROPRIATE PARTY.

• GREETS AND ASSISTS BUSINESS OFFICE VISITORS.

• RESPONSIBLE FOR BOARD COMMITTEE MEETING LOGISTICS

• PROVIDES CLERICAL SUPPORT TO THE HUMAN RESOURCE DIRECTOR AND CONTROLLER

• MAINTAINS FILING SYSTEMS AS ASSIGNED.

• RETRIEVES INFORMATION AS REQUESTED FROM RECORDS, EMAIL, MINUTES, AND OTHER RELATED DOCUMENTS; PREPARES WRITTEN SUMMARIES OF DATA WHEN NEEDED.

• RESPONDS TO AND RESOLVES ADMINISTRATIVE INQUIRIES AND QUESTIONS.

• COORDINATES AND SCHEDULES TRAVEL, MEETINGS, AND APPOINTMENTS FOR MANAGERS OR SUPERVISORS.

• PREPARES AGENDAS AND SCHEDULES FOR MEETINGS.

• MAINTAINS OFFICE SUPPLIES AND COORDINATES MAINTENANCE OF OFFICE EQUIPMENT.

• PROVIDE DIRECT ADMINISTRATIVE SUPPORT TO HUMAN RESOURCE DIRECTOR, INCLUDING EMAIL CORRESPONDENCE, AND GENERATION AND DISTRIBUTION OF MEMOS, LETTERS, SPREADSHEETS, FORMS, AND FAXES

• PROVIDE FRONT DESK COVERAGE, INCLUDING MANAGING A BUSY, MULTI-LINE PHONE SYSTEM, GREETING GUESTS WHO ENTER THE OFFICE, MANAGING INCOMING/OUTGOING MAIL AND SHIPMENTS, AND MAINTAINING AN ORGANIZED, CLEAN OFFICE ENVIRONMENT

ACCOUNTS PAYABLE MANAGER JOB PURPOSE:

THE ACCOUNTS PAYABLE MANAGER WILL BE RESPONSIBLE FOR PROVIDING FINANCIAL, ADMINISTRATIVE AND CLERICAL SUPPORT TO THE ORGANIZATION WITH AN OPERATING BUDGET OF $16 MILLION.  THE ROLE IS TO COMPLETE PAYMENTS AND HELP CONTROL EXPENSES BY RECEIVING,  PROCESSING, VERIFYING AND RECONCILING INVOICES/VENDORS TO CAPITALIZE ON DISCOUNTS AND REBATES.  TO HIGHLIGHT THE DAY-TO-DAY MANAGEMENT OF ALL PAYMENT CYCLE ACTIVITIES IN A TIMELY AND EFFICIENT MANNER AND PROCESS ANY CREDITS AND/OR REFUNDS FROM VENDORS, WHEN THE NEED ARISES.   

ACCOUNTS PAYABLE PRIMARY RESPONSIBILITIES:

• RECEIVE INVOICES AND CHECK FOR PROPER APPROVAL FOR PAYMENTS.

• REVIEW ALL INVOICES FOR CORRECT CODING TO THE PROPER GENERAL LEDGER ACCOUNT.

• ENSURE THAT ALL PAYMENTS ARE MADE BY THE DUE DATE, TAKING ADVANTAGE OF ALL DISCOUNTS WHICH MAY APPLY.

• POST ACCOUNTS PAYABLE TO THE GENERAL LEDGER WEEKLY.

• RECONCILE OPEN INVOICE REPORT TO THE GENERAL LEDGER WEEKLY.

• PREPARE CREDIT REPORTS FOR VENDORS WHEN NECESSARY.

• MAINTAIN ACCOUNTS PAYABLE FILING WEEKLY, AND UPDATE VENDOR DATA FROM W-9’S RECEIVED.

• ANNUAL PREPARATION OF 1099’S.

• UTILIZE ON-LINE INVOICING AND INVOICE PAYMENT WHEN POSSIBLE TO STREAMLINE ACCOUNTS PAYABLE FUNCTION AND ASSIST THE SCHOOL WITH SUSTAINABLE PRACTICES.

• SALES TAX REFUND PREPARATION FOR APPROVAL AND SUBMISSION FOR REFUND.

• ASSIST CHIEF FINANCIAL OFFICER AND CONTROLLER AS NEEDED.

• INVOICE PARENTS’ ASSOCIATION.

• VERIFY RECEIPT OF SHIPMENT PRIOR TO PAYMENT OF INVOICE.

• MANAGE POSTAGE MACHINE (TRAINING, TECH SUPPORT).

• RECONCILE MISBO REPORTING FOR DISCOUNTS - INFORM KEY PERSONNEL WITH ORDERING RESPONSIBILITIES BENEFITS AND USE OF MISBO VENDORS.

• RECONCILES CREDIT CARD STATEMENTS AND ENSURES EXPENDITURES ARE PROPERLY RECORDED AND APPROVED

ADDITIONAL RESPONSIBILITIES:

• PROVIDES RELIEF FOR RECEPTIONIST WHEN NEEDED

• COORDINATES EMPLOYEE EFFORTS TO ADHERE TO RED FLAG AND DOCUMENT RETENTION POLICY SCHOOL WIDE

• CONTACT PERSON FOR MAIL MACHINE AND COPIER REPAIRS.

• ASSISTS BUSINESS OFFICE WITH SPECIAL PROJECTS

• PERFORMS OTHER DUTIES AS ASSIGNED BY THE HEAD OF SCHOOL

Company Description

Greensboro Day School (GDS) is a private, coeducational school with approximately 875 students from age two to grade twelve. We are located on a beautiful 65-acre campus in Greensboro, North Carolina. Since our founding in 1970, we have earned a reputation for academic excellence by offering the best, most well-rounded educational experience in the Triad region of North Carolina.