Business Office and Human Resource Coordinator Department: Administration Reports To: School Business Manager Employment Type: Full-Time, 12-Month Salaried Position ____ Position Summary The Business Office and Human Resource Coordinator provides administrative, financial, human resources, and operational support to the Business Manager and serves as an integral member of the school's administrative team. This position is responsible for accounting functions, purchasing, payroll processing, employee records management, school lunch program administration, and general office operations with the support and under the direction of the Business Manager. The Business Office and Human Resource Coordinator must possess strong organizational, technical, customer service, and interpersonal skills, with the ability to manage multiple priorities while maintaining accuracy, confidentiality, and attention to detail. ____ Essential Duties and Responsibilities Finance and Accounting Support
- Process and track purchase orders, including creation, matching, reconciliation, and monthly accruals.
- Process vendor invoices and prepare payments for distribution.
- Assist staff with purchasing activities and procurement processes while ensuring compliance with school policies and purchasing regulations.
- Process purchasing and receiving transactions.
- Track and order office and operational supplies as needed.
- Process and track students fee payments, invoicing as necessary.
- Assist school staff with developing field trip budgets and securing bussing.
- Maintain positive working relationships with vendors and service providers.
- Prepare bank deposits and maintain related financial records.
- Process payroll and maintain payroll-related documentation.
- Prepare financial analyses, reports, and invoices as requested by the Business Manager.
- Prepare and submit documentation and reports for Medicaid reimbursements and similar programs.
- Maintain records and supporting documentation required for financial compliance and reimbursement programs.
- Maintain records for all school photocopiers and postage meters.
- Monitor copier and postage usage, ensure supplies remain stocked, coordinate maintenance and service calls, and manage copier service agreements and contracts.
School Nutrition Program Support
- Compile, review, and process of Free and Reduced Lunch Program applications.
- Correspond with families regarding application status and related program requirements.
- Maintain required program records and documentation.
- Track eligibility determinations for free and reduced meal benefits.
- Monitor and maintain daily and monthly lunch sales records.
- Assist with lunch point-of-sale and register operations as needed.
- Support program compliance with applicable federal and state requirements including purchasing regulations
Human Resources Support
- Support school employees through various human resources processes and administrative functions.
- Responsible for new employee onboarding activities and documentation.
- Responsible for employee benefit enrollment, changes, and benefits tracking.
- Process and maintain records related to employee separations and terminations.
- Coordinate and maintain records for Massachusetts State Ethics training requirements.
- Maintain confidential personnel records and employee documentation.
- Assist with HR data collection, reporting, and compliance activities.
Front Office and Other Administrative Support
- Provide support to the receptionist and front office operations periodically to cover leaves
- Assist with administrative projects, operational tasks as assigned, and other duties as assigned.
- Supervise service students as necessary.
- Prepare reports, presentations, and supporting documentation for the School Business Manager, Board of Trustees, Finance and Facilities committees, and other school leadership committees as requested.
- Attend periodic board and committee meetings as needed and provide administrative, financial, payroll, human resources, purchasing, or operational updates and reports under the direction of the School Business Manager.
____ Technology and Software Skills Required
- Proficiency in Microsoft Office 365, including but not limited to:
- Word
- Excel
- Outlook
- PowerPoint
Preferred
- Experience with Harper''s Millennium Payroll.
- Experience with Intuit QuickBooks.
Additional Technology Skills
- Demonstrated ability to learn and effectively utilize web-based applications and technology platforms.
- Ability to maintain electronic records and utilize business management systems.
____ Supervisory Responsibilities
- No formal supervisory responsibilities.
- May supervise and provide direction to service students as assigned.
____ Required Qualifications Education and Experience
- Bachelor's degree
- Previous experience in accounting, bookkeeping, payroll, human resources, purchasing, administrative support, or office management.
Knowledge and Skills
- Strong attention to detail and accuracy.
- Excellent organizational and recordkeeping skills.
- Ability to manage multiple tasks and deadlines simultaneously.
- Strong customer service and interpersonal skills.
- High level of professionalism.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality while handling sensitive employee, student, and financial information.
- Ability to work both independently and collaboratively.
- Ability to analyze information and solve problems effectively.
____ Preferred Qualifications
- Degree in Accounting, Human Resources, Finance, Math
- Experience working in a school, nonprofit, municipal, or public-sector environment.
- Experience with payroll administration.
- Experience with accounts payable and purchasing processes.
- Familiarity with school nutrition program administration.
- Prior human resources administrative experience.
- Experience supporting compliance and reporting requirements.
____ Working Conditions and Physical Requirements The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
- Primarily office-based work in a school environment.
- Regularly required to sit, stand, walk, and move throughout the school building.
- Frequently required to use computers, telephones, calculators, and other office equipment.
- Regularly required to communicate effectively with staff, students, families, vendors, and members of the public.
- May be required to lift, carry, or move office supplies, records, and equipment weighing up to 25 pounds.
- May occasionally assist with school events, enrollment activities, audits, or other functions requiring adjusted schedules.
____ Certificates, Licenses, and Background Requirements
- Successful completion of CORI and fingerprint-based background checks.
- Citizenship, residency, or legal authorization to work in the United States required.
- Ability to maintain confidentiality and comply with all applicable privacy and records-retention requirements.
- Participation in required state and school training programs, including Massachusetts State Ethics training and other mandated compliance training.