Organizational Summary

The Office Manager reports to the Controller and is responsible for all school purchasing, accounts payable processing and administration. The manager assists with the administration of professional development approvals and assist faculty and staff with registrations and travel arrangements. In addition, the Manager will perform general office tasks including maintaining files and general administrative tasks. In all of these areas, the manager facilitates the implementation of procedures and assists with compliance.

Duties and Responsibilities

Frevvo

• Administer the Frevvo forms online application and train faculty and staff on its use. Manage approval routes approved by CFOO and process all purchase orders and check reimbursements requests in a timely manner.
• Timely email reminders prior to each school break (Winter, Spring, Summer) to faculty/staff with order submission and check request submissions deadlines to ensure purchasing and payments are processed timely.

Anybill

• Receive, review and code invoices and/or other related documents for accuracy, completeness and compliance with financial policies and procedure s in Anybill system by invoice due date.
• Collaborate and follow up with Anybill route approvers to timely process invoices and monitor payment release by the invoice due date to avoid vendor fees.
• Proactive in performing independent research of invoice processing issues, responding to vendor/faculty/staff inquiries, and proactively resolving
• Collaborate with PECF, CFOO and Controller to process new vendors with required documentation (W-9 form and ACH form)
• Ensure proper year end cutoff by processing all current year invoices in Anybill prior to fiscal year end.
• ensure discounts are achieved, sales taxes are avoided, and shipping costs are mitigated for all order placements.
• Proper execution of manual check procedures, entry in Anybill and GL (in collaboration with the PECF) as needed.

• Ensure that contracts are signed by CFOO, stored in permanent electronic folder, and are adhered when making payments.
• Proactively research and communicate with faculty/staff the status of purchase orders.
• During the school year and summertime coordinate with the facilities crew to ensure proper assembly and distribution of orders/packages to faculty/staff.

Professional Development

• Assist the CFOO and Head of School in administrating approvals for professional development, assist faculty/staff with course and travel arrangements, seek to capture group discounts where viable and reviews expense reimbursements against the professional development approval
• Maintain tracker of all faculty/staff professional development and provide update on report as needed to administrators. 

Month End Procedures

• Reconcile and accurately assign GL accounts for PNC purchasing card transactions. Collect all receipts and accurate expense descriptions from all credit card holders. Perform as needed follow-up for missing receipts.
• Maintain Petty cash, prepare petty cash reconciliation and month end journal entry to be reviewed by Controller.
• Prepare month invoice journal entry accrual to be reviewed by Controller.
• Coordinate with Controller to provide accurate reporting of supplies budget to grade level directors to ensure that classrooms stay on budget.

      Shopkeep

• Maintain Shopkeep software and iPads for all PA events and summer programs events. Responsible for troubleshooting issues with card readers, printers and iPads as needed.
• Coordinate with Controller, PA volunteers to set up Shopkeep registers for Bookfair and other events. Reconcile Shopkeep report with any cash collections and applicable subsystems (i.e. Bookworm).
• Coordinate with the Director of Auxiliary and the Chef to establish pool snack bar pricing in Shopkeep. Provide the Director of Auxiliary with Shopkeep sales report as needed.

Office Administration

• Change the laminating film, refill copy papers in various locations of the school where copiers are located and is responsible for replenishing supplies in the Business Office copy room.
• Maintain and troubleshoot postal machine and upload funds when needed.
• Manage and schedule the School’s shredding services year round.
• Manage and schedule the School’s fish tank cleaning year round.
• Performs other responsibilities as
• Serve as back up for AR accountant for check deposits in PNC.
• Willingness to be flexible on hours for events (i.e. Bookfair) where extra time may be needed.

Other Responsibilities

• Participate in other school activities including (but not limited to) covering lunch duty periodically, working with a “buddy” class, participating in school-wide training and planning, and professional development