Business Operations Specialist

Business Operations Specialist

HCPA is a Title I Charter School that serves students through a school-wide plan for instruction that is focused on the needs of at-risk students. The Business Operations Specialist supports the Business Office by performing a variety of clerical and administrative tasks. This role assists both the Business Department and the Administration Team to ensure the smooth execution of all business-related functions and operations.

Responsibilities

• Support with maintaining records of deposits, PCard transactions, student uniforms, cash collection, and incoming/outgoing packages.
• Support Purchase Orders processing in a timely manner for the Academy.
• Manage the School Store, including selecting inventory, tracking sales, and maintaining adequate stock levels.
• Support to track, file and review Invoices, VPR, PCard and incoming and outgoing packages
• Monitor and maintain accurate financial records for various committees and department funding accounts across HCPA.
• Enter and document all incoming invoices, credits for payment
• Provide logistical support for school events, including ordering supplies and managing event budgets.
• Coordinate with vendors and internal departments to ensure timely procurement and delivery of supplies.
• Maintain digital and physical filing systems for business documents and correspondence.
• Maintain, issue, and reconcile the petty cash fund in accordance with school policies and ensure proper documentation and receipts are collected.
• Support the checkout process for school-issued credit cards.
• Support Accounts Payable as needed with invoices, financial activities and general fiscal operations of the school district with purchasing, accounting, payables, receivables, journal entries, reconcile statements, etc.
• Ensure all refund requests follow proper approval and documentation procedures.
• Track and resolve issues related to lost, delayed, or incorrect packages.
• Ability to lift and carry up to 30-50 Ibs.
• Communicate with vendors, carriers, and internal departments to investigate and resolve discrepancies.
• Responds to and resolves complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Responds to inquiries and provides basic information on school procedures and events, etc.
• Operates a variety of office equipment including copiers, fax, and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
• Coordinate and assist with school events with the Events Team
• Assist administration with typing assignments, memo, newsletters, school bulletins, etc.; compose general correspondence and documents.
• Maintain profiles for various vendors, office type equipment, ensure office supplies are stocked.
• Develops and implements procedures for expediting the flow of clerical work through the Business Office.
• Connect with families via phone calls or in person, emails, conferences, and school events as needed.
• Foster a social environment with students to develop trust, respect, friendships, and self-discovery.
• Supervise student activities, which may include:
• Bus duty – assist with walking students to the busses at the end of the day
• Breakfast and/or lunch duty – assist with monitoring based on a rotational schedule
• Performs related duties as assigned.

Accountabilities

• Supports school goals and objectives consistent with the vision, mission, and values of HCPA.
• Participates in creating a culture of excellence, teamwork and collaboration amongst the staff, teachers, students, and families; a culture that is positive, open to the views of others, and uses social skills to resolve conflicts.
• Establishes and maintains effective and cooperative relationships with students, parents, teachers, and other school staff.
• Responds appropriately and promptly to parent, student, and staff member needs.
• Maintains strict confidentiality regarding students and the educational setting.

Engagement Activities

Volunteer activities

One volunteer activity is Required. Salaried employees may select the activity that best fits with their interests and areas of expertise. These activities may include school dances, prom, concerts, theatre productions, etc.

Required activities:

• Fall and Spring Parent /Teacher Conferences
• Kindergarten Round-up Or Literacy Night
• New Student Open House
• Haunted House

Misc. Committees

There are many additional opportunities for salaried staff to engage with the community and personally expand their skills. Participation in these committees is highly encouraged.

Requirements

Required Qualifications

• Associate Degree or equivalent of experience.
• Ability to work in a cooperative and collaborative learning environment.
• Knowledge of computer operation, applications, data entry and retrieval.
• Knowledge of office procedures, practices, and policies.
• Knowledge of first aid procedures.
• Ability to work under pressure, completing work in an accurate manner while meeting conflicting deadlines and schedules which are often set by others despite frequent interruptions.
• Ability to use initiative and exercise sound and effective judgment within established guidelines.
• Strong interpersonal skills - the ability to work effectively with students, parents, district staff and community members from diverse backgrounds.
• Ability to communicate effectively, both verbally and in writing.
• Excellent organizational and time management skills; ability to multi-task.
• Knowledge of the programs, functions, and procedures of a school setting.
• Ability to remain calm in emergency and stressful situations.
• Ability to exercise initiative and sound and effective judgment within established guidelines.
• Ability to Analyze situations carefully and adopt effective courses of action.

Preferred Qualifications

• 3+ years of administrative experience
• Experience working with children of diverse ethnic backgrounds in an urban school setting

Work Environment/Conditions

• Duties are normally performed in a school/classroom environment; school building is a multi-level building that has an elevator and is accessible.
• Position requires extensive interaction with children of all ages.
• Possible exposure to loud and noisy locations (e.g. loud classrooms or cafeterias; children speaking or laughing loudly).
• Operate standard equipment (computer, fax machine, telephone, copier machines, etc.).
• Fast-paced environment.
• Requires frequent keyboarding which calls for repetitive motion and rapid eye movements, frequent use of the telephone.
• Position requires the ability to sit for extended periods of time, ability to push, reach, or bend.
• Work may require weekend and/or evening work and some travel may be required.