Business Clerk & Office Assistant

Position Title: School Business Clerk and Office Assistant
Location: Great Hearts Invictus, 12018 Bandera Rd, Helotes, TX 78023
FLSA Status: Non-Exempt; Hourly

About Great Hearts Academies

Great Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.

Additional information can be found at http://www.greatheartsamerica.org/.

What does Great Hearts have to offer?

We offer a range of distinctive benefits designed to support the well-being and growth of our faculty and staff:

• Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution.

• Retirement Planning: Access to the Texas Teacher Retirement System.

• Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth.

Position Summary: This is a full-time position combining two roles, Business Clerk and Office Assistant for Great Hearts Invictus Upper and Lower Schools.

Business Clerk Accountabilities

Budget

• Manages both campuses budgets to be 100% on track with their targets

• Report budget updates weekly to the Director of Campus Operations and Headmasters

• Partners with the Home Office Finance team and attends necessary training

Procurement Best Practices

• Process all purchase orders within 30 days

• Reconciles campuses credit cards each month

• Manages the relationship with the third-party vendor and advises purchase orders.

• Assist the Director of Campus Operations with staff training as needed

100% of Capital Asset Items Tagged and Tracked

• Ensures every item over $1,000 has an asset tag

• Receives all materials, supplies and deliveries as needed.

• Partners with our Information Technology department to ensure computers have asset tags.

Manages Campus Based Bank Accounts

• Setup, train, and monitor all campus-based bank accounts in conjunction with the campus leadership team.

• Deposit cash to the bank as needed.

• Assist the Director of Campus Operations with beginning of the year staff training.

Office Assistant Duties & Responsibilities

Manages all front office traffic including late students, parents, and visitors. In this capacity the receptionist will:

• Visitor credential verification to enter campus site and to pick up students

• Utilizing PowerSchool to locate student schedule for parent pick-ups

• Communicating with teachers on student pick-ups

• Direct late students to SIS Coordination

Maintains copies of forms, events, and related information for the campus site. This includes:

• Organizing essential forms and documents for families.

• Copying materials to ensure there is always a supply of all documents at hand

• Communicating effectively with Campus Lead Team and Campus Ops team to ensure all documents for activities, events, etc. are current

• Maintaining confidentiality of records as appropriate

• Collaborating with appropriate team members to establish a system of transferring student records, ie. Dropping off records in a sealed folder in SIS office, Health Services Coordinators office, etc.

Serves as a liaison between parents, students and team members. This includes:

• Answers phone calls

• Communicating morning announcements to students and team members

• Exercise good judgment and excellent customer service

Qualifications, Competencies, and Strengths

Education:

• HS diploma or GED required.

• Bachelor’s degree preferred.

Experience: 1-2 years of experience preferred

Special Skills - Business Clerk

• Strong Microsoft Office (Excel, Word, Outlook, PowerPoint) skills, experience using Adobe Acrobat.

• Superior written and verbal communication and presentation skills; oriented towards detail, thoroughness, and accuracy.

• Experienced and comfortable interacting with individuals/groups at every level of the organization.

• Problem Solving – able to synthesize, analyze, and prioritize data and opportunities to develop strategies for achieving quantifiable goals

• Communication – effectively conveys information using a variety of channels and techniques

• Continuous Improvement – proactively identifies opportunities to improve and consistently reflects on past actions to guide future decisions

Special Skills - Office Assistant

• Proficient keyboarding skills

• One year of clerical in-office setting or working in a school’s front office preferred

• Excellent interpersonal communication skills and the ability to build strong relationships

• Ability to organize confidential data efficiently.

• Ability to communicate effectively and professionally with students, parents, co-workers and the public at large

• Seeks and responds well to feedback, which is shared often and freely across all levels of the organization

• Works through silos and forges strong cross-departmental relationships in order to achieve outcomes

• We believe in education as a profession and hold ourselves to a high level of conduct, professionalism, and behaviors as models for our colleagues and students

US Work Authorization is required.

Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.

Travel required: May need to travel locally for training and professional development opportunities.

This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.