School Ops Administrator

School Operations Administrator

Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools in four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life. CSUSA provides an academically rigorous education to students equipping them with real world readiness, prepared for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts.

To join a team of people with the mission: Relentless Commitment to Student Greatness in School and in Life. If you love inspiring and motivating young learners and want to put students first in education, CSUSA is the right place for you. We deliver on our promise of Strong Minds, Good Hearts through an education model that gives every student the opportunity for success. As a School Operations Administrator, you will be responsible for managing the financial, operational, and HR functions at the school level. The School Operations Administrator will work daily with the CSUSA Support Center functional areas to ensure school compliance with all CSUSA policies and protocols as established for all areas of responsibility. These functional areas include but are not limited to procurement, offer letters, onboarding, and grants.

Human Resources Management

• Creates position openings in ADP system.
• Works in conjunction with Offer Letter Specialist to commence offer process and sends required documents regarding offers.
• Boards new employees in the ADP system and works daily with Employee Onboarding and Compliance Specialist to insure all employees have completed all new hire paperwork in a timely manner.
• Supports all school personnel in completing electronic Human Resources ("HR") onboarding submissions, including but not limited to, electronic on-boarding and benefit applications in the ADP HR system.
• Implements and monitors new hire information in UltiPro, Time & Attendance system in ADP and LaunchPad; maintains employee data in UltiPro.
• Works in conjunction with the Principal, the Finance Department, and the Human Resources Department to ensure that the school stays within the approved Staffing Budget and various line items.
• Manages and maintains all confidential employee and school documents.

Payroll

• Manages employees in self-posting PTO in the HR system.
• Ensures compliance and accuracy in the HR Time and Attendance system in ADP system.
• Audits payroll previews presented by Payroll Department to authorize processing of payroll.
• Manages and trains employees on all required HR systems.
• Prepares School-based reports as required by the Payroll Department.
• Oversees and approves I.T. and Facilities school based employee hours and PTO.

Benefits

• Assists the Human Resources Department in formulating and executing open enrollments and other Benefit meetings and prepares required reports.
• Manages and trains employees on family status changes, 401k, benefits selection and compiles appropriate paperwork as required.
• Manages requests, information, and documentation from employees for FMLA, Short-term and Long-term disability and assists Human Resources Department with requests, information and documentation.

Operations

• Works directly with Director and Manager of Procurements on purchase orders and goods needed.
• Manages National School lunch program at the school level working directly with the Support Center.
• Manages the school's food and transportation services by coordinating with service providers and overseeing deliveries.
• Manages all school inventory purchased.

Finance/accounting

• Manages financial records of the School in accordance with Company Policy and assists Staff Accountant with monthly Financial Statements.
• Supervises all check request and bank deposits including cash deposits of $10,000 or more and ensures compliance with the Currency Transaction Reporting Requirements and Company Policy which will be provided and trained upon once hired.
• Supervises and trains delegates to make deposit and accept cash on schools behalf.
• Forwards approved invoices to Accounts Payable department on a weekly basis.
• Monitors and reconciles balances of School-based accounts in a timely manner.
• Manages and trains on procedure for collection of any NSF checks in a timely manner.
• Oversees and approves expenditure Invoices at the school level.
• Maintains and reconciles Petty Cash Account based on Company Policy.
• Prepares and maintains school budget and staffing matrix at the school level with Finance department in Adaptive Planning monthly.
• Participates on all School Dashboard calls and assists Principal with follow-up issues related to the call, as needed.

Grants/Compliance

• Works daily with Education Grants Manager.
• Supervises timelines and grant draw downs.
• Attends grant trainings to prepare and administer grants at school level.
• Supports compliance department ensuring compliance at school level is maintained.

Risk Management

• Ensures adherence to proper safety procedures.
• Acts as liaison to HR and Benefits teams in relation to respective employee injuries.
• Processes and oversees all Workers' Compensation claims electronically in the prescribed manner and assists Employee in seeking medical care by providing proper authorization forms.
• Oversees, maintains, and processes all student accident claims in the prescribed manner.
• Acts as a Liaison to Facilities and Finance departments on property and casualty claims.

Information Technology

• Supervises all school based I.T. employees.
• Point of contact for submitting Work Tickets for I.T., property, maintenance and safety needs at the school and processes all Help Tickets in a timely manner.
• Ensures all permits and licensing are renewed/paid and posted on a timely basis; no permit or license should be expired.
• Maintains an accurate, documented inventory of school keys for administrators, teachers, and substitutes.
• Manages and documents end of year key return from faculty/staff.

Required Qualifications and Skills

• Time Management: Prioritizing, Organizing, Scheduling
• Computer Basics -- Windows, Internet
• Aptitude for mathematics and the ability to concentrate on detail.
• Communication -- Oral, Written, Interpersonal (active listening)
• Ability to multitask
• Ability to remain calm in fast-paced environment

Job Requirements

• Bachelor's or higher in Accounting, Finance, or related field of study from an accredited institution.
• At least 2+ year's School Operations or Business Management experience required Experience in an educational environment preferred.
• Must always maintain confidentiality.
• Knowledge and practical experience beyond basic bookkeeping.
• Knowledge and practical experience using MS Word, Excel, QuickBooks.
• Ability to work independently and make decisions in accordance with established policies and regulations.
• Polite, courteous, and tactful with the public and co-workers.
• May perform other duties assigned.

Work Environment

• Usual office working conditions.

Physical Demands

• No physical exertion required.
• Travel within or outside of state.
• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as frequently as needed to move objects.

FLSA Overtime Category

Job is exempt from the overtime provisions of the Fair Labor Standards Act.