Summary of Position:
Under minimal supervision, the high performing position of Business Manager plays a leadership role in advancing the mission of the school and ensuring that the school's financial and personnel services run efficiently and effectively. Sound financial management of the school's financial resources is a critical component of this position. The Business Manager is a key strategic partner to school leaders and the Board of Directors in all aspects of school finance and our greatest resource, people. Using leadership skills, analysis, and initiative, the Business Manager is also responsible for managing key financial focus areas of contracts, capital initiatives, and development reporting.
Roles of the Business Manager:
Bookkeeping:
Balance and maintain accurate ledgers and bank accounts.
Track and pay invoices timely. Coordinate appropriate billing as needed.
Coordinate bank deposits and cash receipts.
Report payroll to payroll service, ensure accuracy, and arrange for appropriate bank transfers.
Conduct Accounts Receivable collections.
Coordinate information for annual financial, governance, renewal of licenses, and enrollment audits. Operate as the main point of contact for auditors.
Conduct administrative record-keeping, follow up as needed.
Record financial transactions, reconcile bank statements, and record-keeping on QuickBooks.
Evaluate and implement an efficient process for collecting student payments for clubs, fees, field trips, and other miscellaneous revenue.
Participate in Title Funds: attend meetings, apply for, and oversee distribution of funds.
Process reimbursement forms for school staff/volunteers.
Issue company credit cards to staff members. Track and maintain staff credit card information.
Assist in other duties pertaining to purchasing, state/federal documentation, regulatory/compliance, and insurance/legal.
Finance (Accounting & Endowment):
Maintain compliance with GAAP in the management and structure of all accounting practices.
Review vendor contracts with appropriate department leaders: (i.e. landscaping, janitorial, HVAC, telephones, copiers, mail machine, and telecommunication services).
Participate in the administration of tuition and scholarships. Collaborate with admission leaders for awarding assistance.
Provide accurate and timely financial reports to the Board of Directors and school leaders enabling them to make sound financial decisions.
Establish operational risk management policies and maintain appropriate levels of insurance to protect the property and cover the liability of the school.
Lead and direct annual financial and benefits plan audit processes.
Develop strategies for growth of financial resources. Build an endowment and use in accordance with the school's financial needs.
Interface with and directs investment manager relationship. Develop Investment Policy Statement (ISP) and plan subsequent activities. Maintain records.
Work with the school's accountant and Treasurer in producing the annual 990 and ensure full compliance with tax and nonprofit laws.
Analyze the financial needs of the school, architects the financial forecast, and engineers the school's financial strategy.
Assist the school in reimagining financial and compensation frameworks.
Manage the financial capital requirements and funding implications of all capital projects.
Manage the financial stability of the school, overseeing purchasing, tuition billing and receivables, banking relationships, cash flows, liquidity, development of financial models, payroll, and benefits program.
Collaborate with school leaders and the Board of Directors preparing monthly operating statements, securing an annual audit of the school's financial records and position, and establishing annual budget goals.
Oversee the annual budget setting process for the school and establish a clear, consistent process of budget-to-actual and forecast reporting for all school budget managers.
Monitor monthly income and expenditures, authorizing payment of all bills and payroll.
Manage all financial requirements for the WPCP and MPCP programs and accreditation.
Generate annual submissions to WRISA for accreditation.
Contracts & Capital Initiatives:
Responsible for all vendor contracts and compliance with our specific lease.
Identify areas of opportunity for continuous improvement.
Lead large scale project initiatives for efficiency improvements through the utilization of technology and streamlined processes.
Human Resources:
Oversee the management of Human Resources and serves as the custodian of personnel records.
Ensure that the school is following all federal, state, and local employment regulations.
Conduct annual evaluation of all employee benefits including medical, dental, vision, and other insurances / communication plan with employees on any changes.
Manage employee retirement plan, including vendor relationships / ensure compliance and fiduciary oversight as appropriate.
Review and revise employment policies and practices on a periodic basis.
Collaborate with appropriate Senior Leaders to manage hiring / interview / onboarding processes.
Approve payroll, monitor all personnel sick/holidays/personal days/vacation, and provide information to staff as needed.
Collaborate with school leaders on all employee matters.
Manage worker's compensation and unemployment insurance, programs, claims, etc.
Oversee compliance with Safe Environment for staff and volunteers and student safety regulations and maintain confidential personnel records.
Prepare, review, and monitor the school's annual budget working with the Treasurer and board of directors.
Development Support:
Collaborate with the development team to ensure all gifts, donations, and pledges are recorded accurately and distributed appropriately.
Play an important part in responsive recording of and reporting on Gala and other fundraising events receipts and expenses.
Assist development staff with reporting and compliance activities.
Assist development staff with the preparation of reports and financial information to support their fundraising efforts.
Manage reporting for grants.
Manage non-profit tax receipts.
Risk Management:
Manage the school's property/casualty, directors' and officers' liability, employment practices liability, and fiduciary liability insurance programs, manage claims and litigation.
Collaborate with school leaders to understand and mitigate risk as appropriate. Provides leadership and guidance for all school programs.
Education and Experience:
Bachelor's Degree from an accredited four-year college or university in Business Administration or related field preferred.
5+ years of experience in the field is preferred.
Experience with non-profits or independent schools is highly desirable.
Strong background in finance, budgeting, investing, and cash management required. Previous supervisory experience preferred.
Required Knowledge, Skills, and Abilities:
Ability to simultaneously manage a wide variety of issues, situations, and people.
Detail-oriented with excellent time-management skills.
Ability to be autonomous, self-motivated, and driven, as well as having a team approach.
Outstanding communication skills--ability to communicate with all constituents including: Board of Directors, parents, students, vendors, faculty, staff, etc.
General digital literacy (use of a laptop, connecting to the network, internet safety, operating a network phone system and copier system, etc.).
Advanced skills in MS Office Suite and Google Workspace products, video conferencing software, and database management software; ability to master common automated systems, and confidently learn new technology.
Proficiency in or ability to learn other software such as Quickbooks, Virtuous, TADS, and other platforms.
Open and collaborative management style.
Strong detail oriented, organizational, time management, and communications (verbal and written) skills.
Participates in school task forces and committees as needed.
Performs other duties as required.
A high degree of integrity and ethics, with an unwavering commitment to confidentiality.
Strong customer service orientation and the ability to represent Chesterton Academy of Milwaukee in a professional manner.
Knowledge of all financial requirements for the WPCP and MPCP programs.
A positive, humble, and collegial temperament and a willingness to serve God and others.
Catholic, in good standing, is preferred.
Type of Employment:
Full - Time, Year Round, two weeks vacation after 90 days, PTO, no-school/no-work days, school holidays, and summer staff hours.
Disclaimer:
This job description is a summary of typical functions of the position, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks and duties of this position might differ from those outlined in the job description and those other duties, as assigned, might be part of the job to meet business or organization needs.
Interested Parties:
Please forward a cover letter, resume, and two (2) references to office@chestertonmke.org or mail to:
Chesterton Academy of Milwaukee
N74W13646 Appleton Ave.
Menomonee Falls, WI 53051
