Finance/HR Administrative Assistant

Job Summary

Under the supervision of the Chief Operating Officer (COO), the Finance/HR Administrative Assistant provides administrative support to ensure the effective and efficient operation of the Charter School’s Finance and Human Resources departments. This position requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment. The role supports finance and HR functions including employee recordkeeping, onboarding, policy updates, accounts payable, and QuickBooks data entry.

Knowledge and Skill Requirements

• Ability to manage multiple tasks, work independently, and meet deadlines
• Minimum of two (2) years of QuickBooks experience
• Strong understanding of basic accounting principles
• Proficient computer skills, including Microsoft Office applications
• Excellent communication, organizational, and interpersonal skills
• Highly organized self-starter with the ability to take initiative
• Flexible and able to juggle competing priorities
• Ability to maintain confidentiality and handle sensitive information with discretion

Key Responsibilities Finance Office Support

• Sort and manage incoming billing invoices
• Enter vendor invoices into QuickBooks and communicate with vendors regarding billing issues
• Prepare outgoing mail for bill payments
• Manage incoming mail and packages
• Order and maintain office supplies
• Organize and maintain physical and electronic files
• Prepare correspondence, memorandums, reports, and other materials
• Perform general office management duties and utilize various computer applications

Human Resources Support

• Assist with onboarding new hires, including background checks, document verification, and orientation coordination
• Maintain and update employee records in HRIS and personnel files
• Complete and maintain Form I-9 documentation in compliance with regulations
• Support benefits administration, including enrollments, terminations, and open enrollment
• Prepare and maintain monthly HR reports
• Assist with employee relations tasks such as tracking disciplinary actions and performance evaluations
• Ensure school staff maintain active and up-to-date clearances
• Submit online investigation requests and assist with background checks
• Help ensure compliance with HR policies, procedures, and applicable regulations (FMLA, ADA, COBRA, ACA)
• Coordinate interviews between candidates and hiring managers
• Support recruitment efforts as needed

General Competencies

• Proficient in email, internet research, and document creation using Microsoft Word, Excel, Outlook, and PowerPoint
• Works effectively with all personnel and promotes a positive image of the Charter School
• Dependable, punctual, and accountable with a strong attendance record
• Maintains organized and accessible information

Qualifications

• Bachelor’s degree in Human Resources, Finance, Business Administration, or a related field (preferred)
• Minimum of two (3) years of experience working with business accounts in an office environment
• Working in a school environment (preferred)
• Strong analytical, organizational, and communication skills
• Ability to handle confidential information with professionalism and discretion

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Ability to lift up to 15 pounds as needed

Work Schedule

Monday–Friday, 7:30 a.m. – 3:30 p.m.

Job Type: Full-time

Pay: From $44,850.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person