Business & Facilities Manager (Operations Vitality)

$62,400 - $62,400/Yr

San Gabriel Mission High School - San Gabriel, CA

Part-time - Mid Level

San Gabriel, CA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

San Gabriel Mission High School (SGMHS) is a college-preparatory Catholic high school located on the historic grounds of the San Gabriel Mission. Our faith-driven community provides a safe environment for young women to grow as spiritual, intellectual, creative, and athletic leaders. Our financially accessible opportunities serve a diverse and inclusive student body of local, commuter, and international students in the Greater Los Angeles area. SGMHS is seeking a full-time or part-time energetic leader to immediately assist and continue to grow the operations vitality efforts of the school. This individual is committed to Catholic education and especially an all-girls environment. The Business & Facilities Manager (Operations Vitality) will report directly to the principal and will be responsible for overseeing various financial and operational aspects of the school. This includes managing income, expenses, financial aid, payroll, benefits, record keeping of tuition and other income accounts, tuition contracts, facilities/vendor relations, tracking of all parent service hours, and providing front office relief. The role requires a strong commitment to maintaining accurate financial records and ensuring that all financial transactions comply with established policies and procedures. In addition to bookkeeping and payroll responsibilities, the Business Manager will also handle accounts receivable and tuition management, ensuring that all student information is accurately entered into the tuition management software and that all charges and payments are recorded appropriately. The Facilities Manager aspect of the role involves managing maintenance supervisors, vendor contracts, and overseeing all facility projects, ensuring that the school’s physical environment is well-maintained and conducive to learning.

Responsibilities

• Perform the day-to-day processing of accounts payable transactions to ensure that school finances are maintained in an effective, up-to-date, and accurate manner.
• Receive and verify invoices and requisitions for goods and services.
• Verify that transactions comply with financial policies and procedures.
• Manage the weekly check run and record all checks.
• Prepare vendor checks for mailing and list all vendor checks in the accounting software.
• Prepare manual checks as required and maintain a listing of accounts payable.
• Maintain the general ledger and updated vendor files.
• Print and distribute monthly financial reports including the monthly development report.
• Reconcile bank statements and school accounts.
• Assist in the preparation of the annual budget.
• Complete payroll functions to ensure employees are paid accurately and timely.
• Establish and maintain confidential classified employee files and calculate salaries and benefits.
• Verify pay amounts, hours of work, deductions, etc., and perform data entry of payroll information.
• Provide administrative support to ensure effective and efficient office operations.
• Maintain a filing system for all financial documents and assist with answering office phone calls and customer service inquiries.
• Enter all new student information into tuition management software and all charges/payments into the system.
• Post tuition and fees in the ledger and keep it up-to-date daily.
• Enter all financial aid monies into the student tuition account and assist with the implementation of the tuition assistance program.
• Assist with preparing deposits and counting of monies for bank deposits, and print out and mail monthly tuition statements.
• Maintain records of various fees and tally journal totals daily for bank reconciliation.
• Process all NSF checks in accordance with school guidelines and accept all over-the-counter monies, giving receipts for all cash received.
• Prepare and make all bank deposits and process student withdrawals in tuition accounting software.
• Order all office and school supplies and distribute them to various departments.
• Maintain and update files generated by the business office and provide general information to parents, students, faculty, staff, and the general public.
• Manage maintenance supervisor, vendor contracts, supplies, and oversee all facility projects.
• Assist in the identification and resolution of plant maintenance problems and supervise the Maintenance Crew.
• Provide for the general maintenance of the plant facility, making recommendations for major repairs and handling minor repairs on a priority basis.
• Assist with the financial control of the school in supervising account expenditures of utilities, buildings, and maintenance, and maintain an inventory of all school equipment.

Requirements

• Passion for and understanding of Catholic education, especially in an all-girls faith-based environment.
• Excellent interpersonal and customer service skills.
• Extreme attention to detail and ability to balance multiple tasks and competing needs.
• Ability to work alone as well as collaboratively.
• Strong management and leadership experience.
• Bilingual in Spanish and English required.
• Excellent writing, editing, and communication skills.
• Technology proficient.

Nice-to-haves

• Associates or Bachelor's degree (or college credits) in related disciplines.
• One to three years of experience in bookkeeping.
• Experience with technology platforms like Quickbooks and the Google Suite.
• Experience with Annual Budget, Budget Variance Analysis, and Cash Flow Forecasting.

Benefits

• Competitive hourly wage based on experience.