Administrative Support Manager & Accounting Assistant

MSR seeks an Administrative Support Manager and Accounting Assistant for its Lead Mine Campus (LMC), who will be the face for the LMC administrative office, communicating professionalism, friendliness, competency, and hospitality to all who visit or contact the school. This position will also handle accounting responsibilities and business office support, and serves as the direct point-of-contact for vendors and third-party providers.  

Status: Full time/Exempt
Classification: Administrator
Supervisors: Controller and Director of the Head of School's Office and Board Liaison 
Location: Lead Mine Campus
Hours: 7:45 am - 3:45 pm 

Administrative Support Manager Essential Duties and Responsibilities

  • Greets all visitors and provides a thoughtful, warm presence
  • Answers phones in a professional and timely way and directs calls with efficiency
  • Collects and transmits messages accurately and in a timely way
  • Provides guidance for parent, guest, and employee questions
  • Programs and maintains telephone system including the General Delivery Voicemail Box
  • Maintains a neat, orderly, and organized lobby and reception area
  • Signs for packages and deliveries, receives and distributes daily mail, oversees staff and faculty mailboxes, and manages postage machine
  • Ensures front door is locked at all times and that all visitors comply with safety protocols
  • Maintains the Administrative and All-School calendars in Veracross and attends and takes minutes at Calendar and Events Committee meetings
  • Oversees reservations for meeting spaces and facility use
  • Monitors, records, and distributes all-school student attendance daily
  • Monitors and maintains adequate inventory of office supplies
  • Serves as the all-school My Hot Lunchbox coordinator
  • In partnership with the Director of the Head of School's Office, assists in planning staff appreciation and retirement events
  • Other duties assigned by the Head of School

Accounting Assistant Essential Duties and Responsibilities 

  • Logs all checks/payments received and routes to the appropriate department for processing
  • Compiles and maintains accounts payable records, including inputting invoices into QuickBooks and preparing weekly disbursements
  • Checks and processes reimbursement requests for employees
  • Oversees company credit card accounts, including monitoring accounts for activity and collecting and reconciling monthly credit card statements
  • Recommends and purchases materials for employees including auditing all purchases for accuracy, following up on missing items, and overseeing returns/refunds
  • Records deposits and expense transactions into QuickBooks
  • Assists with processing student enrollment contracts and preparing tuition invoices in Veracross
  • Maintains accounts payable receivable and deposit files
  • Participates in monthly financial closing procedures and annual audit process
  • Tracks and reports monthly sales tax due and prepares biannual refund summary

Competencies

  • Is committed to the School's mission and values
  • Understands the importance of and is committed to creating positive perceptions with all who engage with the school and has the ability to manage conflict
  • Has excellent organizational skills, is detail-oriented, and has the ability to work on multiple projects successfully
  • Possesses solid analytical, problem-solving, and critical-thinking skills, takes initiative, and follows through in order to achieve goals
  • Possesses strong interpersonal and teamwork skills, with a professional and empathetic approach
  • Is competent in accounting concepts, including advanced knowledge of Microsoft Excel and some experience with QuickBooks
  • Is competent in database systems, and has a willingness to learn Veracross
  • Strive for continuous improvement and solicits feedback to improve service
  • Maintains confidentiality and understands, appreciates, and is sensitive to a diverse clientele

Interpersonal and Professional Qualities

  • Develops strong working relationships with employees at all levels of the institution
  • Owns results
  • Projects a can-do approach to problems and persistence in the face of adversity
  • Possesses a health sense of humor

It is the policy of The Montessori School of Raleigh to make employment decisions on the basis of qualifications for a specific job without regard to race, color, religion, sex, sexual orientation, marital status, national or ethnic origin, age, veteran status, or the presence of a disability, except where such is a bona fide occupational qualification. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of a reference and background investigation.

To apply
Please send a cover letter and resume to recruitment@msr.org. No phone calls please.