Administrative Assistant to the Office of Finance and Administration
Mission Statement
The Central Catholic Promise: To inspire boys to become Men of Faith, Men of Scholarship, Men of Service.
Central Catholic High School, a college preparatory school for boys, is guided by the educational principles of St. John Baptist de La Salle.
The school strives to provide a challenging, relevant, and diverse program of studies and extracurricular activities in an environment that fosters a life of faith and learning and develops leaders rooted in the Gospel values of integrity, respect, service, justice, and peace.
Administrative Assistant to the Office of Finance and Administration Position Overview:
The Administrative Assistant to the Office of Finance and Administration is responsible for providing a high level of support to the Office of Finance and Administration. This position is focused on establishing a welcoming environment for faculty, staff, parents, and visitors to ask questions and make requests. The Administrative Assistant to the Office of Finance and Administration is responsible for coordinating the office supplies and maintenance of equipment; maintaining the school credit card records and assisting cardholders with potential issues; receiving and maintaining the staff absence documentation; and completing and maintaining the insurance certificates and claim information.
In addition to the above, the Administrative Assistant to the Office of Finance and Administration also provides a high level of support to the CCHS Booster Clubs by communicating with them and being their primary point of contact. The Administrative Assistant to the Office of Finance and Administration maintains the Booster Club Officers list with complete contact information. The Administrative Assistant is responsible for answering all Booster Club Officers’ questions and requests; reviewing and maintaining invoices ensuring the supporting documentation is adequate; maintaining a filing system for accounts payable for the Booster Club invoices; and providing a quarterly reconciled activity report to each Booster Club.
On occasion, the Administrative Assistant to the Office of Finance and Administration may serve as a relief for the Coordinator of Accounts Payables/Accounts Receivable due to vacation, sick days, or emergencies. This will be at the discretion of the Vice President of Finance and Administration and/or President.
Reports to: Vice President of Finance and Administration
(works closely with the Controller and the Assistant Controller)
Direct Reports: No direct reports
Status: Full-time, 12-month per year, exempt position
Responsibilities:
Office of Finance and Administration Front Desk Oversight:
•Greets all visitors; assists with questions and or requests; and coordinates with the proper Office of Finance and Administration representative if follow up is required.
•Responsible for ordering office supplies and maintaining office equipment.
•Assists the Vice President of Finance and Administration as needed for ad hoc requests.
School Credit Card Records:
▪Responsible for the receipt of monthly school credit card statements and proper backup (receipts).
▪Sends updated spreadsheet to each card holder for G/L information.
▪Maintains a filing system for all monthly credit card statements.
▪Organizes receipts and follows up with employee if a receipt is missing.
▪Assists the cardholder if any problems arise regarding the card.
▪Works with FNB to resolve any issues such as fraud, lost / stolen card, etc.
Staff Absence Documentation
•Receives and records staff notifications of vacation day and/or sick day usage.
oRecords information in the HR Direct Program.
oScans and files absence forms. o Sends report (unused vacation and sick days) to employee and employee’s supervisor semiannually. (May and December).
oCompletes spreadsheet (to be developed) to track PT employees sick time hours.
Insurance:
•Completes Insurance Certificates when requested.
•Submits Insurance Claims (open claim).
•Develops a filing system for all incoming insurance certificates
Accounts Payable (Booster Account)
•Maintains booster club officers list, including contact information.
•Lead person for Q and A from booster officers.
•Reviews and enters account codes on invoices and verifies, and ensures supporting documentation is adequate and approval signatures are secured. Forwards information to Coordinator of Accounts Payable/Accounts Receivable for check processing. • Maintains filing system for Accounts Payable booster invoices.
•Provides, on a quarterly basis, a reconciled activity report to each booster club.
Additional duties may include but not limited to:
•Assists in the preparations for the yearly audit.
•Works with the Controller to reconcile accounting inaccuracies or imbalances.
•Uses accounting software to maintain records and prepare reports.
•Contributes to team efforts by accomplishing related tasks as needed. • Assist in the creation of Excel spreadsheets for tuition management.
•Fulfills requests for tax exemption certificates.
•Assist the Vice President of Finance and Administration in human resource needs such as employee files, coordination of yearly reviews, updating of staff handbook.
In addition to the specific roles and responsibilities noted in the position description, the Administrative Assistant to the Office of Finance and Administration may, from time to time, be asked to assist other department employees and/or lead projects, tasks, and activities at the discretion of the Vice President of Finance and Administration, and/or the President.
Position Requirements:
•Associate Degree in Finance, Accounting, or related field (Bachelor’s Degree preferred).
•Experience in nonprofit finance. Knowledge of MIP Fund accounting is a plus as is proficiency in Microsoft Office.
•Strong working knowledge of the Excel program.
•Excellent communication and collaboration abilities.
•According to both State and Diocesan requirements, all employees must file Criminal Record, Child Abuse, and FBI clearances with the school. In addition, new employees must complete the Mandated Reporting training and a Protecting God’s Children session.
Additional Benefits of Working at Central Catholic High School:
•Opportunity to be a part of a mission driven community.
•Ranked the top college prep high schools in the Pittsburgh region by Niche.
•Opportunity to be a part of a dynamic team which is in the midst of preparing for the 100th anniversary of the school.
•Free Parking in Oakland.
•Professional Development opportunities, both professional and spiritual.