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A Coeducational School | Early Learners to Third Grade

Office and Accounts Payable Manager

The Office Manager reports to the Controller and is responsible for all school purchasing, accounts payable processing and administration. The manager assists with the administration of professional development approvals and assist faculty and staff with registrations and travel arrangements. In addition, the Manager will perform general office tasks including maintaining files and general administrative tasks. In all of these areas, the manager facilitates the implementation of procedures and assists with compliance.
Duties and Responsibilities
Frevvo
  • Administer the Frevvo forms online application and train faculty and staff on its use.  Manage approval routes approved by CFOO and process all purchase orders and check reimbursements requests in a timely manner.
  • Timely email reminders prior to each school break (Winter, Spring, Summer) to faculty/staff with order submission and check request submissions deadlines to ensure purchasing and payments are processed timely.
 
Anybill
  • Receive, review and code invoices and/or other related documents for accuracy, completeness and compliance with financial policies and procedure s in Anybill system by invoice due date.
  • Collaborate and follow up with Anybill route approvers to timely process invoices and monitor payment release by the invoice due date to avoid vendor fees.
  • Proactive in performing independent research of invoice processing issues, responding to vendor/faculty/staff inquiries, and proactively resolving problems.
  • Collaborate with PECF, CFOO and Controller to process new vendors with required documentation (W-9 form and ACH form)
  • Ensure proper year end cutoff by processing all current year invoices in Anybill prior to fiscal year end.
  • ensure discounts are achieved, sales taxes are avoided, and shipping costs are mitigated for all order placements.
  • Proper execution of manual check procedures, entry in Anybill and GL (in collaboration with the PECF) as needed.
  • Ensure that contracts are signed by CFOO, stored in permanent electronic folder, and are adhered when making payments.
  • Proactively research and communicate with faculty/staff the status of purchase orders. 
  • During the school year and summertime coordinate with the facilities crew to ensure proper assembly and distribution of orders/packages to faculty/staff.
 
Professional Development
  • Assist the CFOO and Head of School in administrating approvals for professional development, assist faculty/staff with course and travel arrangements, seek to capture group discounts where viable and reviews expense reimbursements against the professional development approvals.
  •  Maintain tracker of all faculty/staff professional development and provide update on report as needed to administrators. 
 
Month End Procedures
  • Reconcile and accurately assign GL accounts for PNC purchasing card transactions.  Collect all receipts and accurate expense descriptions from all credit card holders. Perform as needed follow-up for missing receipts.
  • Maintain Petty cash, prepare petty cash reconciliation and month end journal entry to be reviewed by Controller.
  • Prepare month invoice journal entry accrual to be reviewed by Controller.
  • Coordinate with Controller to provide accurate reporting of supplies budget to grade level directors to ensure that classrooms stay on budget.
 
      Shopkeep
  • Maintain Shopkeep software and iPads for all PA events and summer programs events.  Responsible for troubleshooting issues with card readers, printers and iPads as needed.
  • Coordinate with Controller, PA volunteers to set up Shopkeep registers for Bookfair and other events. Reconcile Shopkeep report with any cash collections and applicable subsystems (i.e. Bookworm).
  • Coordinate with the Director of Auxiliary and the Chef to establish pool snack bar pricing in Shopkeep. Provide the Director of Auxiliary with Shopkeep sales report as needed.
 
Office Administration
  • Change the laminating film, refill copy papers in various locations of the school where copiers are located and is responsible for replenishing supplies in the Business Office copy room.
  • Maintain and troubleshoot postal machine and upload funds when needed.
  • Manage and schedule the School’s shredding services year round.
  • Manage and schedule the School’s fish tank cleaning year round.
  • Performs other responsibilities as assigned.
  • Serve as back up for AR accountant for check deposits in PNC.
  • Willingness to be flexible on hours for events (i.e. Bookfair) where extra time may be needed.
 
Other Responsibilities
  • Participate in other school activities including (but not limited to) covering lunch duty periodically, working with a “buddy” class, participating in school-wide training and planning, and professional development.
 
Certificates/Related Work Experience
  • Associate degree or bachelor's degree in business, finance, or accounting, and three years accounts payable  experience.
  • Strong computer skills with proficiency in Microsoft Office, especially Excel
  •  Knowledge of standard accounts payable policies, procedures, and regulations
  •  Ability to understand and interpret vendor invoices, statements, and other requests for payment
  • Ability to meet deadlines with proven record of accuracy; and the ability to organize workload and set priorities in accordance with office policies and supervisory input
  • Willingness and ability to adapt to change
 
General Requirements
 
  • Passing periodic background checks, FBI background check and, at the discretion of the school, drug and alcohol screening
  • Excellent interpersonal and communication skills
  • Strong writing and editing skills; ability to write and format professional correspondence memos, and support documentation
  • Mature judgment and discretion; ability to maintain confidentiality and composure under pressure
  • Consistent and prompt attendance
  • Compliance with the provisions of the Beauvoir Faculty & Staff Handbook  
 
Working Conditions (schedule, Physical Demands, And Work Environment):
 
  • The position is a full-time, in-person position
  • The position requires prolonged sitting, standing, walking, climbing stairs, reaching, twisting, turning, kneeling, bending and stooping in the performance of daily activities
  • The position requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard
  • The position requires near and far vision for reading and preparing written reports and other documents
  • Acute hearing is also required when providing phone assistance
  • The need to lift, drag, push and pull files, reports and other materials weighing up to 25 pounds is required 
 
Beauvoir, the National Cathedral Elementary School is an equal opportunity employer and makes employment decisions based on merit.  School policy prohibits unlawful discrimination based on age, color, creed, disability, gender, marital status, national origin or ancestry, race, religion, registered domestic partner status, sexual orientation, physical or mental disability, a medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local laws.
 
Applicants are asked to submit a cover letter and resume to: Sandy Revelo, Controller, at Sandy.Revelo@cathedral.org with "Office and AP Manager” - (your name)" written in the subject line.
 
      
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3500 Woodley Road, NW
Washington, DC 20016
Tel: (202) 537-6485
Fax: (202) 537-6512
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At Beauvoir, the National Cathedral Elementary School, we provide an extraordinary early childhood education in a diverse community that values every individual. Beauvoir’s program encourages creative, courageous learners and builds an enduring foundation for a lifelong spirit of inquiry and joy in learning.
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