Business Office Associate

The Hotchkiss School; Lakeville (CT); On-site; USD 42,000 - 66,000; Full time

Job summary

The Hotchkiss School in Lakeville, CT is seeking a Business Office Associate to support daily financial, administrative, and operational activities. This in-office role reports to the Controller and focuses on accounting, purchasing, and payments while serving as a liaison across campus.

The ideal candidate is organized, detail-oriented, adaptable, and comfortable learning new systems, with capacity to manage multiple priorities in a collaborative environment.

Qualifications

• Associate degree in Business Administration, Accounting, Finance preferred.
• Experience supporting business office, accounting, accounts payable, purchasing, or customer service functions preferred.
• Experience in a private school or nonprofit organization is preferred.
• Strong knowledge of business office practices and recordkeeping.
• Excellent interpersonal and communication skills with ability to build relationships.

Responsibilities

• Assist with monthly departmental journal entries.
• Assist with monthly account reconciliations and investigate variances.
• Enter, prepare, and process routine journal entries in the accounting system.
• Complete weekly gift uploads to the accounting system and verify data.
• Verify and reconcile bank transactions and bank fees.
• Support investment-related reconciliations and obtain investment statements.
• Process transactions for purchasing card program and maintain documentation.
• Administer prepaid card program and manage related budgets and receipts.

Skills

Excel

Accounting software

Customer service

Data entry

Attention to detail

Communication

Teamwork

Education

Associate degree in Business Administration, Accounting, Finance

Tools

FACTS

Square

Accounting software

Job description

Department: Business Office

FLSA: Non-Exempt

Designation: Full Time, Calendar Year, Staff

Schedule: 35 hours per week, in-office

Report to: Controller

Travel: N/A

Position Summary

The Business Office team is committed to advancing the mission of the School by providing accurate and timely financial services, exceptional customer support for the School community, and responsible stewardship of the School's resources.

The Business Office Associate supports the daily financial, administrative, and operational activities of the Business Office. This position performs a broad range of accounting, purchasing, payment processing, systems administration, and program support responsibilities and serves as a key liaison between the Business Office and departments across campus.

The ability to create a warm and welcoming environment for all members of the community who work with the Business Office is required. The ideal candidate is organized, detail-oriented, adaptable, comfortable learning new systems, and able to manage multiple priorities in a collaborative, service-oriented environment. The Associate’s responsibilities will naturally shift to meet emerging priorities and administrative needs. Inhabiting a proactive mindset and strong adaptability are essential for success in this role.

Experience working in a private school or nonprofit organization is preferred but not required.

Essential Functions

• Assists with the preparation of monthly departmental journal entries.
• Assists with monthly account reconciliations and investigates variances.
• Enters, prepares, and processes routine journal entries in the accounting system.
• Completes weekly gift uploads to the accounting system and verifies the accuracy and completeness of uploaded data.
• Verifies, records, and reconciles applicable bank transactions and bank fees.
• Assists the Controller with investment-related reconciliations, including obtaining and maintaining investment manager statements.
• Reviews and processes transactions for the Business Office purchasing card (credit card) program and maintains complete supporting documentation.
• Administers the School’s prepaid card program, including funding cards for Athletics, Student Activities, and other school programs; reviews receipts and supporting documentation for accuracy and ensures expenses are properly coded.
• Manages individual cardholder budgets within the prepaid card platform.
• Processes approved payments for athletic officials through Arbiter and prepares the related general ledger entries.
• Reconciles credit card and prepaid card activity and prepares and records related payment transactions in the general ledger.
• Serves as the primary Business Office liaison for the School’s golf program by providing administrative and financial support; creates and maintains related forms and systems, including FACTS and Square point-of-sale and web configurations.
• Administers golf membership activities and communications, including season opening and ongoing member correspondence, management of the golf program email account, membership tracking, and preparation of recurring membership reports.
• Assists with financial administration of the Student International Travel Program, including travel budget review, expense reconciliation, and related financial reporting.
• Provides accounts payable support and backup coverage for other Business Office personnel as needed.
• Cross-trains in Business Office functions to provide operational backup and ensure continuity of service.
• Maintains accurate, complete, and organized accounting and administrative records in accordance with the School’s record retention policies.
• Provides documentation and support for month-end and year-end closing activities, annual audits, and other financial reporting requirements.
• Provides administrative support for the School’s auxiliary services, including vendor-related support, as needed.
• Recommends process improvements to increase efficiency and strengthen internal controls.
• Maintains confidentiality of financial, employee, student, and donor information.
• Participates in special projects and performs other accounting, administrative, and related duties as assigned.

Skills And Experience Required

• Associate degree in Business Administration, Accounting, Finance, or a closely related field preferred; equivalent relevant experience will be considered.
• Experience supporting business office, accounting, accounts payable, purchasing, administrative, or customer service functions preferred. Experience working in a private school or nonprofit organization is preferred.
• Working knowledge of business office practices, procedures, recordkeeping, and office technology.
• Strong interpersonal and communication skills, with the ability to provide responsive, welcoming service and build effective working relationships with a wide range of constituents.
• Ability to work independently and collaboratively in a fast-paced environment with flexibility and adaptability as priorities and projects change.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks, timelines, and changing deadlines.
• Experience handling confidential and sensitive information with professionalism and discretion.
• Strong computer skills, including Microsoft Excel, and the ability to learn and effectively use accounting, payment, purchasing, and administrative software systems.
• Ability to maintain accuracy in data entry, transaction processing, account reconciliation, and proofreading.

Physical Conditions

• Office environment
• Sedentary position, repetitive motion on keyboard.
• Frequent interruptions.
• Ability to lift up to 20 lbs., bend, stoop and reach.

Additional Information

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.