Business Clerk & Office Assistant

Great Hearts Academies; Helotes (TX); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Comprehensive Health Coverage

Retirement Planning

Supportive Culture

Job summary

Great Hearts Invictus in Helotes, TX seeks a School Business Clerk and Office Assistant to manage campus budgets, asset tagging, and front-office operations across upper and lower schools.

The role combines business and clerical duties, requiring strong Microsoft Office skills and data accuracy, with excellent communication with staff, families, and vendors. US work authorization is required.

Qualifications

• HS diploma or GED required; Bachelor’s degree preferred.
• Strong Microsoft Office skills (Excel, Word, Outlook, PowerPoint).
• Experience with school administration or front-office roles is a plus.

Responsibilities

• Manage campus budgets and financial records; report updates to campus leadership.
• Process purchase orders and asset tagging for items over $1,000.
• Serve as front-office liaison; verify visitor credentials and coordinate student pick-ups.

Skills

Microsoft Office

PowerSchool

Education

HS diploma or GED

Bachelor’s degree preferred

Tools

Adobe Acrobat

Job description

Position Title: School Business Clerk and Office AssistantLocation: Great Hearts Invictus, 12018 Bandera Rd, Helotes, TX 78023FLSA Status: Non-Exempt; HourlyAbout Great Hearts AcademiesGreat 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 AccountabilitiesBudgetManages both campuses budgets to be 100% on track with their targetsReport budget updates weekly to the Director of Campus Operations and HeadmastersPartners with the Home Office Finance team and attends necessary trainingProcurement Best PracticesProcess all purchase orders within 30 daysReconciles campuses credit cards each monthManages the relationship with the third-party vendor and advises purchase orders.Assist the Director of Campus Operations with staff training as needed100% of Capital Asset Items Tagged and TrackedEnsures every item over $1,000 has an asset tagReceives all materials, supplies and deliveries as needed.Partners with our Information Technology department to ensure computers have asset tags.Manages Campus Based Bank AccountsSetup, 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 & ResponsibilitiesManages 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 studentsUtilizing PowerSchool to locate student schedule for parent pick-upsCommunicating with teachers on student pick-upsDirect late students to SIS CoordinationMaintains 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 handCommunicating effectively with Campus Lead Team and Campus Ops team to ensure all documents for activities, events, etc. are currentMaintaining confidentiality of records as appropriateCollaborating 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 callsCommunicating morning announcements to students and team membersExercise good judgment and excellent customer serviceQualifications, Competencies, and StrengthsEducation:HS diploma or GED required.Bachelor’s degree preferred.Experience: 1-2 years of experience preferredSpecial Skills - Business ClerkStrong 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 goalsCommunication – effectively conveys information using a variety of channels and techniquesContinuous Improvement – proactively identifies opportunities to improve and consistently reflects on past actions to guide future decisionsSpecial Skills - Office AssistantProficient keyboarding skillsOne year of clerical in-office setting or working in a school’s front office preferredExcellent interpersonal communication skills and the ability to build strong relationshipsAbility to organize confidential data efficiently.Ability to communicate effectively and professionally with students, parents, co-workers and the public at largeSeeks and responds well to feedback, which is shared often and freely across all levels of the organizationWorks through silos and forges strong cross-departmental relationships in order to achieve outcomesWe believe in education as a profession and hold ourselves to a high level of conduct, professionalism, and behaviors as models for our colleagues and studentsUS 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.