Business Manager

Aurora Academy

SUMMARY

The Business Manager oversees and coordinates the financial, operational, and administrative functions of the K–8 charter school. This position ensures compliance with state and federal requirements, supports efficient school operations, and provides critical business services such as budgeting, payroll, human resources, cash management, facility oversight, and clerical coordination. The Business Manager works collaboratively with school leadership to ensure effective stewardship of resources in support of the school’s mission.

CLASSIFICATION: Non-Exempt

MAJOR GOALS: 

Conduct efficient and accurate financial operations. Maintain accounting controls. Purchase supplies and furnishings for the building. Manage vendor contracts. Perform human resources and payroll procession. Function as audit contact and compliance person. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Below all is as needed except Weekly Check Run, Monthly Payroll, Monthly Customer statements, Monthly Bank reconciliations, Monthly journal entries, Annual 1099s, Annual CDE reports, and Annual Audit. 

Budget/Finance

• Run periodic financial reports to monitor and reconcile accounts
• Monitor department and classroom budgets
• Complete monthly journal entries for Building Corporation
• Provide financial documents to Bond Trustee per Bond Covenant schedule
• Serve as designated “responsible person” to ensure compliance with the Tax Regulatory Agreement of the CECFA Revenue Bonds, series 2013
• Confer with contract CPA and review financial reports
• Participate in finance committee and provide financial info to Board upon request
• Comply with State Financial Transparency Act—post required documents on website
• Serve as principal in-house interface with auditors
• Prepare reports, spreadsheets, schedules and other documents as requested by auditors
• Reconcile student enrollment database with book deposit liability 
• Reconcile bank and credit card accounts monthly
• Track inventory 
• Record district transfer to proper accounts

Accounts Payable

• Match invoices to packing slips and check for accuracy and resolve discrepancies
• Post invoices, pay the invoice, mail invoice and file invoices 
• Manage cash flow
• Process credit applications for new vendors
• Obtain W-9s and PERA retiree status from vendors
• Run 1099s at calendar year-end
• Process book deposit refunds

Accounts Receivable

• Create invoices for bounced checks, lost uniforms, lost books and facility rental
• Monitor in a timely manner: phone calls, letters and statements
• Submit overdue accounts to collection agencies
• Submit reimbursement requests for title grant-funded expenses 

Payroll

• Ensure timely payroll and manage payroll funding 
• Monitor time and attendance reporting in payroll software
• Input all info online (new employees or subs, permanent changes in information, tax status, pay, bank accounts, deferred compensation, additions or deductions from pay: coaching pay and garnishments 
• Reconcile all payroll journals and reports 
• Prepare reconciliations of salary schedule, PERA transmittal and VOYA (401K) to gross pay for administrative approval
• Make payroll journal entries in QuickBooks
• Prepare and transmit reports and payments for employee’s retirement and HSA contributions
• Maintain computerized and hard copy records as required by law

Human Resources 

• Administrate benefits 
• Distribute, collect and file all human resources paperwork 
• Assist with deferred compensation enrollments
• Process background checks
• Prepare CDE, APS, CO DOL, PERA, SSA, Medicare and other governmental agency reports as required
• Coordinate risk management with staff 
• Generate employment agreements
• Post current Federal, State, and other required employment notices
• Research and apply PERA, government, and school district policy to HR document creation or revision

Cash Management

• Make bank deposits
• Control and reconcile petty cash 
• Coordinate cash handling procedures with all staff
• Monitor cash flow and transfer funds 
• Research investment products and process as authorized
• Purchasing/Procurement 
• Procure competitive bids for benefits
• Maintain controls through procedure and documentation: 
• signed requisition→ order→ packing slip→ invoice
• Purchase and receive office and kitchen supplies
• Purchase and receive classroom supplies, furniture and fixtures, equipment, information technology software and technology equipment and maintenance and building supplies
• Handle damage or shortage issues
• Process returns 

Facility Management

• Create RFPs for facility services and procure competitive bids
• Maintain schedule of contracts and lease agreements: terms and expirations 
• Contact point for cleaning services including reporting any issues 
• Supervise day porter employed by outside company
• Administer keys to staff
• Manage security alarm account users 
• Handle rental contracts and billing

Miscellaneous/Clerical 

• Schedule buses for field trips
• Schedule travel arrangements and conference registrations for staff
• Create and revise forms
• Report liability and worker’s comp insurance claims
• File and maintain financial records
• Annual classroom inventory and check-out

EDUCATIONAL AND RELATED WORK EXPERIENCE:

• Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration, or related field required (equivalent experience may be considered).
• Minimum of 3–5 years experience in business operations, finance, or school administration; charter school or public-sector experience preferred.
• Experience with Colorado school finance, PERA payroll, and state reporting highly desirable.

TECHNICAL SKILLS, KNOWLEDGE AND ABILITIES:

• Personal computer and keyboarding skills
• Ability to maintain confidentiality in all aspects of the job 
• Ability to promote and follow Board of Education policies, Superintendent policies and building and department procedures 
• Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds 
• Accurate data entry 

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:

• Able to perform accurate Data Entry
• Working knowledge of Microsoft Office Suite, QuickBooks, Google Educational Suite, Oracle, and PayChex
• High level of reading comprehension
• Ability to research, interpret and apply regulations, contracts and policies of multiple governmental bodies
• Professional communication skills including verbal and written
• Ability to work independently
• File, classify, and maintain a large number and variety of records
• Maintain confidentiality of records
• Ability to lift heavy boxes
• Sit for prolonged periods of time while working on computer
• Use own vehicle for banking and miscellaneous purchasing

REPORTING RELATIONSHIPS AND DIRECTION/GUIDANCE: 

Reports to AACS Principal

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