Business Office Assistant

Position: Business Office Assistant

Reports to: Director of Finance

About St. Mary’s Academy

St. Mary's Academy (SMA) is a Catholic High School for young women, founded and sponsored by the Sisters of St. Joseph of Carondelet (CSJ). Together with the students' families, the administration, faculty and staff are committed to forming a Christian community that nurtures and challenges each young woman to attain her full potential. This effort is consistently characterized by respect for the individual, service to the "dear neighbor," academic excellence; preparation for higher education and the empowerment of young women who are inspired to take their places in an ever-changing world. This education promotes the formation and integral development of young women from various backgrounds and cultures and provides opportunities for the development of contemporary leadership while preserving the spirit that has made St. Mary's Academy unique.

Job Summary

Under the supervision and direction of the Director of Finance, the Business Office Assistant supports the daily financial and administrative operations of the school’s business office while demonstrating a commitment to the mission and vision of St. Mary’s Academy through the CSJ charism of service to the dear neighbor. This position is responsible for assisting with bookkeeping, accounts payable and receivable, payroll and benefits support, tuition management, financial record keeping, and general office administration. The ideal candidate is proactive, dependable, and able to manage multiple priorities with accuracy, professionalism, and confidentiality. They should have strong organizational skills, attention to detail, and experience in a nonprofit educational setting, and contribute to a collaborative, service-oriented school community.

Bilingual English/Spanish communication skills are preferred.

Essential Duties and Responsibilities

Accounting & Financial Support

• Assist with Accounts Payable (AP) and Accounts Receivable (AR) processing.
• Manage tuition receivables, payment plans, and collection efforts.
• Process and maintain tuition contracts and enrollment-related financial documentation.
• Enter and maintain financial transactions in QuickBooks or other accounting software.
• Prepare invoices, process payments, and monitor outstanding balances.
• Manage vendor invoices, including invoice review, approval tracking, vendor setup, and maintenance of W-9/1099 records and reporting support.
• Monitor incoming payments and follow up on outstanding receivables as needed.
• Assist with journal entries for various general ledger transactions, including revenue, adjustments, and accruals as needed.
• Review club and department spending and coding, ensuring all spending is within SMA policy and approved annual budgets.
• Assist with month-end and year-end accounting processes.
• Maintain organized and accurate financial records and documentation.
• Support annual audits and financial reporting activities.

Tuition & Financial Aid Administration

• Assist with the administration of tuition assistance and financial aid programs.
• Review financial aid documentation for completeness and accuracy.
• Coordinate with families regarding tuition accounts, payment plans, and financial aid requirements.
• Monitor tuition management systems and follow up on outstanding documentation and balances.
• Provide excellent customer service while maintaining confidentiality and professionalism.

Administrative Support

• Provide administrative support to the Director of Finance and school leadership.
• Answer and direct incoming phone calls and emails professionally.
• Greet and assist parents, students, visitors, and vendors.
• Prepare correspondence, reports, forms, and presentations.
• Maintain electronic and paper filing systems.
• Coordinate meetings, schedules, and special projects as assigned.

Customer Service & Operations

• Serve as a primary point of contact for parent and family financial inquiries.
• Assist with enrollment, re-enrollment, and registration processes.
• Support payroll and human resources administration as assigned.
• Coordinate mail distribution and shipping/receiving activities.
• Assist with school events and other business office initiatives.
• Ensure confidentiality of student, family, employee, and financial information.