Business Office Coordinator

Director Report To: Director of Finance

Employment Status: Full-time, Non-Exempt, 12 Months

ABOUT TIMES2 ACADEMY:

TIMES2 Academy is a district-affiliated, K-12 public charter school in Providence, RI. Our mission is to develop intellectually curious young people who are selfless contributors to their communities and who aspire to be ethical and compassionate leaders. Through a rigorous and innovative academic program in math, science, and technology, in combination with the liberal arts, we prepare our diverse student population with the experiences, skills, and values for purposeful contributions in higher education and STEM-related fields.

POSITION OVERVIEW:

The Business Office Coordinator is a multi-functional role responsible for supporting the financial, operational, and administrative functions of the school’s Business Office. This position plays a key role in ensuring the efficient day-to-day management of core business processes, including accounting, payroll, procurement, and office administration.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Accounts Payable

• Oversee the full accounts payable cycle, including the receipt, review, coding, and processing of invoices, purchase orders, and payment requests.
• Ensure invoices are properly approved, coded, and matched to corresponding purchase orders and receiving documentation.
• Maintain vendor files, including W-9 and DWC-11 forms; add, update, and conduct periodic reviews to ensure vendor information is accurate and current.
• Prepare and process weekly check runs for review and approval by the Director of Finance and for signature by the Executive Director and Board of Trustees; maintain accurate payment records and supporting documentation.
• Reconcile vendor statements on a monthly basis and resolve discrepancies, including duplicate or missing invoices.
• Monitor purchase orders, encumbrances, and budget coding; make adjustments as necessary.
• Process recurring payments (e.g., leases, contracts, credit cards) in accordance with established approval procedures.
• Assist the Director of Finance in the preparation of annual 1099 forms.
• Support the Director of Finance and Senior Accountant with fiscal year-end close activities, including expense coding and audit preparation.
• Respond to vendor and staff inquiries related to accounts payable in a timely and professional manner.
• Maintain required transparency and compliance reporting in accordance with Rhode Island Department of Education and applicable state regulations.

Payroll

• Enter and maintain employee payroll data, including new hires, terminations, and status changes.
• Collect, review, and verify manual and digital timesheets for accuracy and completeness.
• Prepare payroll data for processing through the school’s third-party payroll provider.
• Generate payroll registers and supporting reports for review and approval by the Director of Finance.
• Maintain payroll records, including attendance, leave tracking, and employee data.
• Prepare employment verifications and payroll-related documentation.
• Support compliance with payroll laws, policies, and internal control procedures.

Administrative Coordination

• Provide administrative support to the Director of Finance.
• Draft correspondence, reports, and internal communications.
• Answer and route incoming calls and inquiries in a professional manner.
• Receive, sort, and distribute incoming mail for the Business Office.
• Maintain organized filing systems for accounts payable, payroll, contracts, and other records.
• Order and manage office supplies; coordinate business office equipment maintenance as needed.
• Assist with audit preparation and documentation.
• Provide backup support for Board and committee reporting requirements.

Procurement & Credit Card Reconciliation

• Coordinate purchasing activities, including creating purchase orders and placing orders with approved vendors (e.g., online platforms and direct suppliers).
• Ensure all purchases are properly approved, documented, and coded to the general ledger.
• Process procurement payments via check or authorized school credit card use.
• Reconcile school credit card statements monthly, ensuring all charges are supported, approved, and accurately recorded.

Board & School Operations Support

• Assist the Executive Director with coordination of Board of Trustees meetings and activities, including preparation of agendas, materials, and minutes as needed.
• Maintain official Board records, policies, and related documentation in an organized and accessible manner.
• Coordinate logistics for Board meetings, retreats, and related events.
• Support school-wide events and initiatives, including graduation planning, catering coordination, field trip bookings, and conference registration and travel processes.
• Collect and count student funds in accordance with established internal controls; prepare documentation for recording by the Senior Accountant.
• Prepare and process bank deposits on behalf of the Director of Finance, ensuring accuracy and proper documentation.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Bachelor’s degree preferred; Associate’s degree required
• 5 years of administrative experience desirable, preferably in education
• Advanced proficiency in Microsoft Office Suite and Google Suite
• Advanced proficiency with ERP systems (financial, accounting, payroll software)
• Strong writing, editing, and verbal communication skills
• Demonstrated ability to manage confidential information with integrity
• Strong customer service skills and handling difficult phone calls.
• Documentation of a clear BCI

SCHEDULE, COMPENSATION & BENEFITS:

12-month, full-time position, 40 hours/week, 8 hours/day, Monday through Friday, includes 30-minute paid lunch break. Salary range of $56,160 to $66,560 represents and hourly rate of $27 to $32 per hour. Benefits include healthcare, dental, pension, paid personal leave, sick leave, and vacation time.

Job Type: Full-time

Pay: $56,160.00 - $66,560.00 per year

Work Location: In person