Business Office Administrative AssistantBACK TO SEARCH
Job Type:
Full Time
Apply To:
Ann Cole
(302) 576-2909
Grade Levels:
Job Description:

Start Date: July 1, 2019
Full time, non-exempt (12 months)
Hours: Monday-Friday, 8:00 a.m. to 4:30 p.m. (1/2 hour lunch)
Supervisor: Director of Business Operations and Benefits

The Business Office Administrative Assistant provides support in a variety of areas to faculty, staff, students, parents, and other constituents. The Administrative Assistant also manages the online school store, sales of WFS spirit items, WFS facilities rentals, and office supplies.

Essential Functions:
Greet and assist all visitors to the business office

Manage WFS merchandise retail program including maintaining an inventory of selected WFS-branded merchandise, managing the online spirit store, selling merchandise at school-sponsored events, and performing bi-annual inventories

Facilitate the process for online textbook ordering through our online vendor and act as liaison and contact point for the outside vendor

Manage and coordinate the rental of WFS facilities including preparing schedules and obtaining all necessary approvals, issuing contracts to renters and ensuring the receipt of insurance certificates, issuing invoices to renters and collecting payments, notifying renters if school is closed for weather or other unforeseen circumstances both during the week and on weekends, preparing and distributing 10-day forecast of rentals, showing facilities to prospective renters, and leading weekly and bi-annual rental meetings

Manage business office petty cash including disbursements, reconciliation, and replenishment

Assist the Director with human resources functions including guiding new employees in completing employment paperwork and running background checks

Receive and process all payments made to the business office

Distribute incoming faxes, business office mail, and “ticklers”

File deposits, paid invoices, etc.

Prepare business office correspondence and mailings as needed

Maintain scheduling calendar for the Associate Head for Finance and Operations

Order office, mailing, and copier supplies for the business office and Middle/Upper School, handle recycling of toner cartridges, and ensure that the first floor workroom is kept fully stocked

Prepare monthly journal entry for Departmental supply charges

Maintain first floor workroom mailing and folding machines, including replenishing postage and requesting service as needed

Arrange for payment of invoices for supplies, postage, spirit items, etc.

Deliver weekly bank deposits and cash checks as needed

Prepare cash boxes for events as needed

Cover for Main Office Receptionist for break and lunch once a week

Prepare annual budgets for supplies, textbooks, and retail operations, and ensure that all operations remain within the approved budgetary parameters

Provide information to Pennsylvania school districts on WFS students living in each district for transportation purposes

Other duties as needed or assigned by the Director of Business Operations and Benefits

Applicant Requirements:

Position Requirements:
College degree and/or relevant work experience

Ability to manage multiple tasks effectively and efficiently

Strong interpersonal skills and ability to work as a team member

Strong oral and written communication skills

Professional and supportive manner in working with all constituents

Understanding and appreciation of working in a diverse environment

Computer skills, especially Word, Excel, and Google Doc

Must be available to work occasional evening and weekend hours

Additional Info:
Job Posting Expiration Date: 05/03/2019
Non-discriminatory Statement:
Position Level:
School Name:  Wilmington Friends School
Street Address: 101 School Road
City: Wilmington
State: DE
Zip Code: 19803
Phone: 302-576-2900
Head of School: Kenneth Aldridge
Founding Date: 1748
Day / Boarding: Day Only
Age / Grade Levels: Preschool - 12th Grade
Enrollment Size: 698
Social Media Sites:
Admissions Contact: Melissa Brown
Admissions Email:

10/11/2018 101 School Road
Wilmington, DE 19803

101 School Road
Wilmington, DE 19803 School

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