JOB TITLE:  Business Office Associate

CLASSIFICATION:  12 month/Salary/Full-time/Exempt

REPORTS TO:  Director of Finance and Operations

LAST REVISED:  02/18/2025

JOB SUMMARY:

The Business Office Associate reports to the Director of Finance and Operations and is responsible for accounts payable and budget functions of the school.

ESSENTIAL FUNCTIONS:

• Process all the School’s accounts payables, including reconciling the school credit card.
• Organize, file and store all processed payables and essential documents
• Reconcile the GL and bank statements at the end of each month, while closing out AP
• Order office supplies for faculty and staff.
• Maintain adequate supply of copier/printer paper for general school use.
• Work with Department Chairs and IT to place textbook orders.
• Work with the auditors for yearly financial audits, primarily producing requested paperwork.
• Process check requests to ensure all are properly completed, authorized, and coded with the proper GL code.
• Work with the Accountant and Director of Finance on budgets and cost centers.
• Cover Health Desk lunch one day per week and as needed.
• Complete necessary paperwork for facility rentals and send out COI reminders
• Manages the Director of Finance and Operations calendar
• Provide administrative support to the Director of Finance and Operations.
• Perform all other duties as assigned.

COMPETENCIES:

• Intercultural competency, skill in communicating respectfully across cultures, ability to support an inclusive, organizational wide workplace climate to ensure that all employees feel valued, respected, and able to contribute their best work in support of the School’s mission.
• Ability to model professionalism, ethical leadership, and adherence to school rules and policies.
• Ability to maintain confidentiality and apply sound judgment around when information can and cannot be shared.
• Organizational skills, ability to effectively manage multiple tasks as well as the flexibility to meet job requirements beyond the school day and the school year.
• Interpersonal skills, patience, good humor, tact, discretion, and diplomacy in dealing with sensitive circumstances, ability to maintain collegial relations with colleagues.
• Excellent verbal and written communication skills, ability to communicate complex information in a clear manner.

SUPERVISORY RESPONSIBILITIES:   None

WORK ENVIRONMENT:

Primarily an office environment, ability to sit at a computer and keyboard for substantial periods.

PHYSICAL DEMANDS:

• Mobility sufficient to move about the campus, to include climbing stairs.
• Sight and hearing adequate to perform the duties of the job, ability to communicate clearly.
• Ability to lift and carry up to 20 pounds on an infrequent basis.

REQUIRED EDUCATION AND EXPERIENCE:

• BA/BS or equivalent in related field.
• IT skills: General digital literacy, intermediate to advanced MS Office Suite, database skills, web applications including Google Docs, Zoom, etc. as appropriate to job duties.
• Proficient with Blackbaud modules and have the ability to create custom query reports.
• 3 years experience in a Business office environment.

PREFERRED EDUCATION AND EXPERIENCE: 

• BA/BA or equivalent in accounting.

EQUAL EMPLOYMENT OPPORTUNITY:

Tampa Prep is an inclusive and open-minded environment that does not discriminate according to race, color, national origin, religion, gender, sexual orientation, gender identity or matters of individual choice. Tampa Prep does not engage in personnel practices prohibited by Federal law. This policy extends to all activities and aspects of the school and specifically to the practices of faculty and staff hiring and management, in student admissions, student evaluation, discipline and student life.

About Tampa Preparatory School

Tampa Preparatory School is the premier private school in the Tampa Bay area for students in grades 6 – 12. Tampa Prep’s focus on what’s best for students means we pay attention to adolescent development. We incorporate the latest research and data on teenage brain function, retention and development into our programs. Our rich academic tradition, along with a commitment to arts, athletics and a focus on producing well-rounded citizens, has made Tampa Prep one of the best schools in Tampa for 40 years. Our educational philosophy instills values of fairness, decency, honor, diligence and academic curiosity. The School stresses the development of self-confidence, a sense of worth and the importance of having fun in the pursuit of one’s goals. Tampa Prep is an inclusive and open-minded environment that does not discriminate according to race, color, national origin, religion, gender, sexual orientation, gender identity or matters of individual choice. Tampa Prep does not engage in personnel practices prohibited by Federal law. This policy extends to all activities and aspects of the school and specifically to the practices of faculty and staff hiring and management, in student admissions, student evaluation, discipline and student life.

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