Administrative Assistant (Business Office)

Paisboa; Pennsylvania; On-site; USD 42,000 - 55,000; Full time

Job summary

Abington Friends School is seeking an organized Administrative Assistant (Business Office) to support the CFOO and the business office. The role handles front desk duties, AP processing, and general administrative tasks from 8:00 a.m. to 4:30 p.m., Monday through Friday, 12 months a year.

On-site in Jenkintown, PA, the position requires 1–3 years of related experience and an associate degree. The successful candidate will excel in communication, data accuracy, and keeping vendor and office

Qualifications

• 1–3 years of administrative/front desk or junior bookkeeping experience.
• Associate degree required and strong data accuracy.
• Excellent communication and professional demeanor.

Responsibilities

• Greet visitors and manage front desk activities.
• Process vendor invoices and manage accounts payable workflows.
• Coordinate general administrative tasks and office operations.

Skills

Attention to detail

Communication

Professionalism

Education

Associate degree

Tools

Google Workspace

MS Office

Accounting software databases

Job description

Administrative Assistant (Business Office)

Job Title: Administrative Assistant (Business Office)

Location: On-site

Position Type: Full-time

Abington Friends School (AFS) is a vibrant Quaker school community located in Jenkintown, PA, dedicated to fostering academic excellence and character development in a supportive and engaging environment. Learn more at abingtonfriends.net. We seek a highly organized and detail-oriented Administrative Assistant to support the Business Office team and help ensure the smooth, effective operation of the office.

Job Overview

The Administrative Assistant supports our Chief Financial and Operations Officer and the business office team. This person in this position will organize, prioritize, and coordinate all activities, projects, and daily operations of the Business office by providing administrative support. This role requires strong communication, organizational, and problem-solving skills to assist a wide range of constituencies. This is a full-time, 12-month position with hours from 8:00 a.m. to 4:30 p.m., Monday through Friday.

Key Responsibilities

Front Desk & Reception

• Greet visitors and handle guest sign-ins professionally.
• Manage front door access control and release.
• Take deposits to the local bank as needed.

Accounts Payable & Financial Administration

• Receive, enter, and route vendor invoices to appropriate approvers.
• Scan physical invoices and maintain digital AP records.
• Initiate and process weekly payment runs.
• Prepare manual checks as necessary.
• Communicate with vendors to route invoices directly to the AP email and update contact information.
• Review monthly vendor statements and request missing invoice copies.
• Request, collect, and file Form W-9s from new and existing vendors.
• Issue tax exemption certificates to vendors as required.
• Assist in gathering and organizing documentation during financial audits.

General Administrative & Office Support

• Handle incoming/outgoing mail pick-up and drop-off.
• Monitor and order office supplies to maintain full inventory.
• Request and manage Certificates of Insurance (COIs) from vendors.
• Execute ongoing data cleanup initiatives (e.g., standardizing vendor payee names, phone numbers, and addresses).
• Assist with rental paperwork processing.
• Send weekly tracking reminders to employee credit card holders.
• Provide additional clerical and operational support to CFOO and team members as needed.

Qualifications & Requirements

• Experience: 1-3 years of experience in an administrative, front desk, or junior bookkeeping/accounts payable role. Minimum of associate degree required.
• Accounting Familiarity: Basic understanding of Accounts Payable (AP) workflows, invoice routing, and vendor management.
• Attention to Detail: Excellent organizational skills with a strong focus on data accuracy and record-keeping.
• Communication: Clear, friendly, and professional communication skills for greeting visitors and coordinating with vendors. Ability to handle confidential information with discretion.
• Technical Skills: Proficiency with office software (Google Workspace / MS Office) and familiarity with accounting software databases.
• Mobility: Valid driver's license or reliable local transportation for occasional bank runs and mail collection.

Abington Friends School is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.