Business Office Associate The Whitfield School

About The Whitfield School
The Whitfield School, an innovative educational institution for students in grades 6-12, announces an opening for a Business Office Associate. Whitfield School is a small school community committed to kindness and trust. We inspire a diverse student body to lead lives of curiosity, integrity, and purpose. Our vision is to empower young people to discover and become their best selves. Every employee plays a vital role in fostering a safe, inclusive, and mission-aligned environment for students and colleagues.

The Business Office Associate is an integral part of the Business Office and a key contributor to the financial integrity and daily operations of the School, maintaining accurate financial records and supporting compliance with internal policies and external regulations. Ideal candidates will have experience with non-profit accounting, general ledger, accounts payable, and accounts receivable. The Business Office Associate will collaborate with a variety of internal and external stakeholders, including executive-level staff, parents, and vendors. The role reports to the Director of Finance & Operations.

Specific Responsibilities

Accounts Payable: Process vendor invoices and payments, manage the purchasing process and generate purchase orders, communicate and resolve disputes with vendors.
Accounts Receivable: Process billings to families for incidental charges and process payments on account, handle inquiries from parents related to student accounts, manage data imports from secondary systems.
Expense Tracking: Accurately monitor and categorize school expenditures in accordance with internal policies.
Financial Recordkeeping: Maintain organized records of invoices, receipts, and statements in compliance with audit and legal standards.
Transaction Entry: Record daily transactions into accounting systems (e.g., Blackbaud, Odin, Ramp), ensuring all entries are backed by appropriate documentation.
Audit Support: Assist with internal and external audits by preparing and providing requested documentation and clarifying financial entries.
Tax Support: Prepare and organize documentation required for annual tax filings, including W-2s and 1099s.
Petty Cash Oversight: Manage petty cash, including disbursement, reconciliation, and reporting.
Compliance Monitoring: Ensure adherence to applicable accounting standards, school policies, and regulatory requirements.
Expense Analysis: Identify spending trends and assist in recommending cost-effective measures.
Process Improvement: Contribute to refining accounting workflows and controls to increase accuracy and efficiency.
Human Resources Support: Maintain employee records and personnel files, coordinate the new hire process, provide support to employees related to the full suite of employee benefits.
Payroll Support: Review and maintain time sheets for various part-time employees and assist with the payroll process.

Qualifications

Attention to Detail: High level of accuracy in financial data entry and documentation.
Technical Proficiency: Familiarity with accounting platforms (e.g., Blackbaud, or similar financial systems) and proficiency in Microsoft Excel and Google Suite.
Communication Skills: Strong written and verbal skills with the ability to explain financial matters clearly to team members and departments.
Time Management: Ability to prioritize, meet deadlines, and manage multiple tasks in a fast-paced environment.
Integrity and Discretion: Commitment to ethical standards and confidentiality when handling sensitive information.
Problem-Solving: Capacity to investigate financial discrepancies and develop solutions independently or collaboratively.

Educational & Experience Requirements

Bachelor’s Degree (Preferred but not required): In accounting, finance, or a related field.
Minimum of five years of similar professional experience.

Application Process:
Interested candidates should submit the Whitfield Application for Employment form (click here) which includes submitting two PDF files through the application:

Cover letter as introduction to search committee
Resume detailing experiences and qualifications

Whitfield actively seeks to forward the equity and diversity of our community in our admissions, programming, policies, and hiring. We do not discriminate on the basis of race or color, religion, age, nationality, ethnicity, economic background, disability status, protected veteran status, sex, gender identity or expression, or sexual orientation. Whitfield School is an equal opportunity employer and we encourage all candidates to apply.