The Buckley School is a dynamic, nurturing learning community committed to equity and inclusion, and as such, seeks to hire talented faculty and staff with diverse backgrounds.
The Buckley School, Los Angeles’ oldest K-12 co-educational school, has an opening for an Accounts Payable and Business Office Coordinator. Responsibilities include maintaining the orderly operations of the School's accounts payable function, general ledger account analysis, financial aid coordination, general business office administration.
Process a high volume of vendor invoices.
Create and maintain new vendor accounts, collect IRS form W9 and produce 1099’s.
Interact with vendors over the phone, in person and via email.
Perform corporate credit card reconciliation.
Perform bank reconciliations.
Assist the Accounting Manager and Chief Financial Officer with accounting, finance and other projects as needed and perform administrative functions to support the Business Office.
Assist the Admission department with the Financial aid application process.
Process, collect and evaluate the financial aid applications for award recommendations, create offer letters and amendments.
Serve as backup administrator for the Student billing desk on emergency basis
Support purchasing for various departments
Make travel arrangements for outdoor trips, as requested by department heads.
Open Accounts Payable mail, separate invoices by department and circulate for approval.
Receive and process mail from all departments – prepare for Business Office approval (group by monetary value, determine propriety of the invoices combining with approved purchase order if applicable). Ensure proper approvals are obtained in adherence with the School’s policy and procedures manual for disbursement processing.
Input approved invoices/check requests into Blackbaud.
Obtain and input new vendor info into Blackbaud including tax ID (track athletic officials separately).
Prepare 1099’s on an annual basis, meeting required deadlines. (January)
Input and code invoices/check requests (Mondays/Wednesdays)
Print checks, obtain signatures, send/forward to vendors (Tuesdays/Thursdays). Utilize electronic payment of funds or bank’s Bill Pay module where possible.
Code the Corporate card account purchases – input the JE and obtain proper approvals.
Maintain various files for Accounts Payable Accounting Manager, and CFO
Review expense reports to ensure compliance with Travel and Expense Policy. Process payments.
Maintain and manage school’s paperwork storage process with offsite vendor.
Reconcile bank accounts on monthly basis.
Reconcile all revenue accounts for the Development office – obtain ledgers from RaiserEdge from the development office and reconcile with the General Ledger accounts. Resolve any issues with Development.
Reconcile all prepaid Expense accounts (prepare copies for the files for all items)
Deferred textbook account reconciliation.
Reconcile Professional Development accounts and prepare year end accruals
Analyze the food service accounts – Reconciliations with the food vendor to Cardsmith to Bank reconciliation. Prepare appropriate Journal Entry to Accounts for the payments to the Vendor and the Buckley Fees.
Prepare and book the Journal Entry into Blackbaud and reconcile with the General Ledger.
Prepare Journal Entries as requested by department heads, in order to reclass expenses.
Perform analyses on other accounts or expenditures as required.
Maintain the master logs and requested item process with the storage vendor.
Assist with audit requirements – pulling requested information for the auditors and preparation of schedules. (June and Sept)
Assist with the Financial aid packets – organizing data and following up on outstanding issues (Feb-May)
Provide administrative support to the CFO including processing expense & mileage reimbursements requests.
Provide assistance as needed as part of the school’s emergency preparedness plan.
Order and maintain a supply of office supplies for the business office.
Perform traffic duty as needed during pick up and drop off of students.
EDUCATION AND/OR EXPERIENCE
High School diploma required. Bachelor's degree preferred.
At least four years relevant work experience in accounts payable.
Blackbaud experience preferable.
Skills, Knowledge, and Abilities:
COMMITMENT TO THE MISSION - Knowledge of and demonstrated competency in diversity, equity, inclusion, and social justice.
COMMUNICATIONS - Demonstrates adaptability, dependability, good judgment, strong social skills, impressive communication skills in writing and speaking, and the abilities to read, assess, imagine, evaluate, calculate, & make wise decisions.
CONFIDENTIALITY- Due to sensitive natural of information circulated in the role and in the department, necessary to be able to maintain confidentiality.
MATURITY - Models a growth mindset and continuous learning and believes in the capacity for adult growth.
FINANCIAL MANAGEMENT – Basic working knowledge of budget management practices.
TECHNOLOGY – Able to apply technology solutions to improve efficiency of business office function. Demonstrated skill in configuring, installing, maintaining, using, and troubleshooting various technologies and applications, and the ability to learn new and evolving systems and products. Proficient with Word, Excel, PowerPoint, internet searches,
PROBLEM SOLVING & ANALYSIS – Adept at identifying problems, able to conduct appropriate analysis and reach effective solutions commensurate with level of responsibility. Outstanding project management skills including ability to manage multiple projects simultaneously and follow through in a timely manner. Strong math skills.
OFFICE ADMINISTRATION – Strong ability to process paperwork timely, maintain effective filing systems, etc.
MISSION – Must be able to demonstrate support for the mission in word and action.
ORGANIZATION – Must possess ability to multitask, attention to detail, organize work effectively, meet deadlines and report status of work in a regular and systematic fashion; strong project management skills are essential.
COMMUNICATION – Must possess excellent written and verbal communications skills; strong presentation skills and ability to develop presentations for all levels of the organization. Able to plan and lead employee meetings.
PEOPLE SKILLS – Must be customer service oriented and seek to maintain positive interpersonal relationships with employees, supervisors, and other Buckley constituencies. Models the highest standards of professionalism and creates warm, uplifting and trusting working relationships marked by humor, optimism, humility, empathy, excellent emotional intelligence, extraordinary interpersonal skills, and collaboration. Demonstrates great individual integrity, initiative, self-awareness, commitment to personal and professional growth, and the ability to receive and apply feedback.
INITIATIVE – Able to proactively initiate, participate in, and follow through on strategic planning matters and on work assignments. Positive attitude and teamwork perspective is essential.
PROFESSIONAL DEVELOPMENT – Must pursue professional development and embrace change and growth individually and institutionally. Expected to participate in annual professional development training.
Additional Salary Information: Benefits include up to 10 days of personal leave, in addition to 10 vacation days, which can be cashed out at the end of the year; 100% match on contributions to the retirement plan up to 5% of earnings; full medical, dental, vision benefits.
About The Buckley School
The Buckley School, a K-12 college preparatory school with 830 students, is one of the most respected independent schools in the Los Angeles. Buckley is known for its unique educational philosophy, the 4-Fold Plan of Education, which melds a whole-child approach with elements of structure, as well as for its warm, intimate educational environment.
The school’s curriculum balances academics, the arts, physical development and moral education. Its creative, personalized approach to education emphasizes high academic standards for all students, and includes traditional touches that develop the character and discipline that unlock students’ full potential.