Business Office Specialist

Description

ABOUT SEWICKLEY ACADEMY

Distinguished by its rigorous academics, outstanding faculty, and highly motivated student body, Sewickley Academy is Pittsburgh’s longest-standing coeducational independent PreK-12 day school. Our mission is to inspire and educate students to engage their hearts, minds, and hands to cultivate their full individual and collective potential in the service of a greater good. At the Academy, every student is encouraged to explore their passions and excel while embracing their authentic selves.

With the recent completion of state-of-the-art computer science and robotics classrooms and new athletic facilities, the Academy is poised for the continued expansion of our STEM and athletic programs.  We believe strongly in the importance and value of a well-rounded education in academics, the arts, athletics, and community service. Our faculty and staff from all departments and divisions work together to create an environment of encouragement and support by inspiring students to reach their goals and develop a love of learning. 

This position offers a competitive salary plus excellent benefits and work/life balance programs including a premium-free health plan option, an excellent retirement plan, generous leave time, and tuition benefits programs. Are you searching for a workplace where a diverse mix of talented people come together to serve our students? If so, apply today!

Job Description  

The Business Office Specialist plays a vital role in supporting the administrative, operational, and accounting functions of the Business Office. This position acts as a key liaison to the Transportation, Technology, Buildings and Grounds, and Human Resources departments while managing accounting processes and coordinating travel arrangements. The Specialist ensures efficient operations, compliance, and cross-departmental collaboration to support the school’s mission.

Key Responsibilities

Transportation and Travel Coordination

• Oversee scheduling and logistics for student transportation, including daily routes, field trips, and extracurricular activities.
• Serve as the primary contact for transportation vendors, parents, and staff, addressing transportation needs and concerns.
• Monitor compliance with transportation safety standards and address issues promptly.
• Coordinate all travel arrangements for faculty, staff, administrators, and guests, including the booking of accommodations, flights, and itineraries, ensuring seamless and efficient travel experiences.

Administrative Accounting

• Manage accounts payable, ensuring accuracy and timely processing.
• Assist in preparing monthly budgets and financial reports, including tracking departmental budgets and reconciling accounts.
• Support audits by preparing required documentation and ensuring compliance with financial standards.
• Maintain and update financial records in compliance with school policies and procedures.

Compliance and Record Keeping

• Maintain accurate records for transportation, facilities, and departmental budgets.
• Ensure compliance with school policies, regulatory requirements, and financial reporting standards.
• Assist in developing and maintaining internal controls and processes to ensure accuracy and accountability.

Administrative Support

• Provide advanced administrative support to the Business Office, including scheduling meetings, preparing correspondence, and managing departmental records.
• Assist with procurement, purchase orders, payments and vendor management to ensure efficient operations across departments.
• Responsible for managing and processing incoming deliveries.
• Prepare reports, presentations, and data analysis to support decision-making.

Cross-Departmental Support

• Act as a liaison between the Business Office and the Technology, Buildings & Grounds, and Human Resources departments to ensure seamless communication and collaboration.
• Coordinate and track timelines, deliverables, and resources for cross-departmental projects and initiatives.
• Support onboarding and training initiatives for new hires, including coordinating technology and facilities needs.

Qualifications

• Bachelor’s degree in Business Administration, Accounting, or a related field.
• 5+ years in administrative or accounting roles, preferably in a school or non-profit setting.
• Strong organizational, problem-solving, and time management skills; proficiency in Microsoft Office, especially Excel; experience with accounting software.
• Self-starter with the a