Business Office Coordinator

Position Purpose

The Business Office Coordinator supports the daily operations of the Business Office in the areas of accounts payable,  student billing, analytical and administrative support so that families, staff, and vendors can be served with the same excellence and care that defines Hill Country Christian School of Austin (HCCSA).

Accountability

Reports to the Controller for day-to-day transactional duties and the Chief Financial Officer for analytics and special projects.

FLSA Status

Non-exempt, Part-time (50%)

Overview

The Business Office Coordinator is a foundational role in HCCSA's Business Office, which encompasses accounting, human resources, and risk management functions. This position reports to the Controller for daily transactional work in accounts payable and student billing, as well as the CFO for analytics and special projects. This dual function reflects the role’s blend of operational execution and support for department-wide initiatives. 

Skills

• Demonstrate good judgment in evaluation situations, managing priorities, making decisions, and protecting confidentiality
• Understanding of basic accounts payable and student billings concepts and processes
• Proficiency in Google suite and Microsoft productivity products, especially Excel, where intermediate fluency  is required
• Experience with AI tools and the willingness to learn and adopt new tools as technology evolves
• Strong analytical and problem solving skills
• Effective communication and strong interpersonal skills 
• Exercise a High degree of professionalism and ability to provide excellent customer service to internal and external parties
• High attention to detail and able to work independently with minimal supervision

Qualifications

• Must be a Christ-follower who upholds, in word and deed, the Hill Country Christian School of Austin’s Core Values and Statement of Faith.
• Must faithfully attend a church whose fundamental beliefs are in agreement with the Statement of Faith of this school.
• Education: Bachelor's degree in Business/Finance/Accounting field; may be substituted with demonstrated success of at least 3 to 5 years of similar work experience
• Experience: 3 to 5 years of experience in an administrative support environment; Prior school administration experience is a plus

Responsibilities:

Business Office Administration

• Gather reports from various accounting and vendor portals; Prepare and format data for accounting and financial analysis
• Assist with scheduling and coordinating business office meetings, including interviews and other Human Resources related logistics during peak hiring season 
• Assist with formatting and polishing department documents for professional, brand consistent delivery
• Serves as Business Office point of contact for compliance requirements such as Certificates of Insurance, document retention, etc.
• Maintain organized digital filing systems for business office records
• Processing incoming and outcoming mail for the business office
• Order and maintain inventory of office supplies for the business office

Accounts Payable

• Set up new vendors and maintain vendor information to include necessary tax forms in the accounting system
• Review bills and invoices and Investigate and resolve any issues
• Process accounts payable in the accounts payable system on a weekly basis
• Create bills for EFT drafts in the accounting system
• Assist in the coding of credit cards purchases
• Monitor and follow up on credit card expenses submission from cardholders 
• Follow up on outstanding checks
• Issue 1099 to contractors annually 
• Maintain and update procedures related to the accounts payable and credit card processes

Student Billings

• Assist in student billing as needed in tasks such as applying payments into student accounts
• Send correspondence and reminders to parents regarding overdue invoices. Monitor payments for delinquent status and follow up as needed

Analytics and Special Projects

• Assist CFO in financial data manipulation and analysis
• “Put on consultant’s hat” to assist or lead certain Business Office strategic initiatives
• Identify opportunities for process efficiencies and platform improvements and execute plans for changes
• Performs other duties as assigned

Physical Requirements

• Occasional lifting of 5-20 pounds
• Operate a computer in a stationary position the majority of time
• Ability to visit other areas of campus 
• Exposure to a variety of childhood and adult diseases and illnesses.