Assistant Business Manager

New Mexico's Public High School for the Arts JOB DESCRIPTION Title: Assistant Business Manager Reports to: Business Manager Status: Non-exempt Purpose of Assistant Business Manager: The Assistant Business Manager is responsible for the daily re cord keeping of Financial and Operations activities and assisting the Business Manager. Finance Duties and Responsibilities: Understand and uphold the organization's financial policies and procedures, ensuring proper internal control, including all applicable federal and New Mexi co state laws and regulations Processing purchase requisitions, follow procurement process, and obtain quotes, place orders. Enter deposits. Accounts payables - ensure proper documentation is obtained before submitting bills for payment in Visions, process payments for distribution. Assist during the yearly audit. Assist with annual year-end processing. Issue NTTCs as requested. Request and file W9s and certificates of liability insurance fr om vendors. Assist in organizing and maintaining the filing system in the busi ness office, as well as document storage/retention. Assist with public notices posted in newspapers. Assist with creating and distributing all communications to fac ulty and staff regarding HR, facilities, and other matters. Attend PED and NMASBO meetings, conferences, and training as r equested. Clerical Support - check and distribute mail and place supply orders. Accounts Receivable - create invoices and statements as needed. Operations Support (10 hours per week) : Assist with all aspects of student registration including: Request academic records from previous schools 500 Montezuma Avenue, Santa Fe, NM 87501 | p) 505.310.4194 | f) 505.820.3529 | nmschoolforthearts.org NEW MEXICO SCHOOL FOR THE ARTS Ensure timely and accurate completion of registration forms b y parents/guardians. Collect and verify essential documents such as birth certifi cates and proof of residency. Maintain and update medical and emergency binders with current stude nt information. Student Cumulative File Management Organize, file, and maintain comprehensive and confidential st udent cumulative records in accordance with school policies and regulations. School Event Support & Preparation Assist in the planning, coordination, and execution of key school eve nts, including: Registration Day Parent-Teacher Conferences Next Step Planning sessions Textbook & Technology Inventory Oversight Manage inventory system for school property, including textbo oks, Chromebooks, iPads, and other technology. Oversee the check-in/check-out process of materials to student s. Issue notices to students and families regarding inventory r eturns or discrepancies. Policy Administration Support Maintain and organize school policies and documentation. Prepare policy materials for review by the Safety Commi ttee and Governing Council. Assist with policy-related administrative tasks to support com pliance and school governance. Other Duties and Responsibilities: Participate as a member of the Safety Committee. Discards archived documents following the council-adopted records re tention/disposal schedule. Receives deliveries. Compares package contents with purchas e order. Approves invoices for payment. Orders custodial supplies as needed based on the inventory provide d by Facilities Manager. Coordinate curriculum orders. Prepares and maintains a variety of records. Organizes, processes, and prints reports and other written ma terials. Participate in all PEC reviews and report creation. Maintains positive relationships with organization's stakeholde rs, including business affiliates, donors, faculty, students, parents. Assists in identifying risks to the organization's people (st udent, staff, management, volunteers), property, finances, goodwill, and image. Other tasks as needed and directed by the Business Manager, Dir ector of Operations, Principal, or Head of School. Governing Council: Prepares council policy and administrative procedure manuals in appr opriate formats. Prepares council meeting notices and agendas and assembles meeti ng packets. Posts council meeting notices and agendas 72 hours in advance of mee tings at school and on-line. 500 Montezuma Avenue, Santa Fe, NM 87501 | p) 505.310.4194 | f) 505.820.3529 | nmschoolforthearts.org NEW MEXICO SCHOOL FOR THE ARTS Prepares council meeting minutes for public distribution. Records minutes of meetings (e.g. administrative council, labor management committee, etc.). Report GC membership changes to CSD. Ensure GC member affidavits are reported to CSD. Tracks and provides support to GC members in completed required tr aining. Knowledge, Skills, and Abilities Required: Strong written communication and listening skills. Ability to meet deadlines. Proficient with Visions software. Behaves ethically and with personal integrity. Operates in a fiscally responsible manner. Willingness to assist with whatever needs to get done for the success of the organization. Demonstrates adaptability through a willingness to be flexible and versatile in a changing work environment while maintaining effectiveness and efficiency. Highly organized, detail oriented and able to multitask at a hi gh level. This position description indicates the general natu re and level of work expected of the incumbent. It is not intended to be a comprehensive listing of all ac tivities, duties and responsibilities required of an incumbent. This position description is designed to illustrate the minimum requirements of the job. The performance appraisal for this position will evalua te the incumbent's ability to meet or exceed the minimum requirements of the job. Finalized and appro ved job descriptions for all positions in the New Mexico School for the Arts will be housed in the Bu siness Office and are updated periodically. Copies a re available on request. REVIEWED: _ __ Employee Signature Date ___ Business Manager Signature Date 500 Montezuma Avenue, Santa Fe, NM 87501 | p) 505.310.4194 | f) 505.820.3529 | nmschoolforthearts.org