Business Office Assistant - Newmarket School District : Job Details

Position Type: Secretarial/Clerical/Business Office Clerk Date Posted: 7/29/2025 Location: SAU 31 Date Available: 08/18/2025 Closing Date: 08/12/2025 Title: Business Office Assistant Classification: Grade 6 Reports to: Business Administrator FLSA Status: Non-Exempt Effective Date: 07/29/2025 Union Status: N/A Summary Performs a broad range of complex administrative and clerical tasks under the supervision of the Business Administrator. Assists in maintaining an organized and efficient office environment, with responsibilities including accounting support, clerical duties, and responding to daily requests from faculty. The role requires initiative, strong organizational skills, and the ability to exercise independent judgment in applying established policies, procedures, and methods. Performs all other duties as assigned. Essential Functions (The following examples are intended to illustrate the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the role.)

• Performs varied daily clerical and administrative functions in the office of the Business Administrator.
• Processes Invoices and Accounts Payable for the district
• Creates requisitions and purchase orders and follows up with vendors.
• Provides assistance with accounts receivable, processing general ledger transactions, cash deposit processing, and professional development reimbursements
• Responsible for preparing independent Treasurer's cash reconciliations as part of the bank reconciliation process.
• Responsible for handling Pre-K tuition and other district fees which involve issuing invoices, processing deposits and associated documents, as well as collection efforts for amounts due.
• Maintains inventory of office supplies and orders as necessary.
• Responsible for providing staff support for the Joint Loss Management Committee (JLMC) by coordinating the agenda preparation, facilitating the meeting as assigned, providing staff support, and drafting/maintaining the minutes of the meetings. Updates and maintains JLMC webpage.
• Files First Report of Injury (FROI) for all staff injuries.
• Responsible for processing the free/reduced lunch applications and preparing correspondence.
• Updates the website on a regular basis and uploads necessary documents.
• Prepares correspondence, reports and other departmental material that is often specialized, confidential, or of a technical nature.
• Works closely with the Business Administrator to help administer and report on Federal and Local grants.
• Manages and tracks facility use requests which includes preparing and sending correspondence, updating calendars, invoicing for facilities use fees, including collection efforts.
• Responsible for filing various documents, including contracts, and vendor documents.
• Prepares varied spreadsheets using Excel.
• Provides support for human resources, payroll, FMLA, leave administration, benefits and onboarding services as needed.
• Provides support with the contracting process and assists with monitoring existing service contracts for Food Services, Transportation, and Custodial Services.
• Performs similar or related work as required, directed or as situation dictates.

Minimum Qualifications Associate's degree in business, finance, clerical studies or related field; Three to five (3-5) years of administrative office experience; or any equivalent combination of education and experience. Knowledge, Ability, Skill Knowledge: Strong understanding of office procedures, practices, and terminology. Familiarity with District policies and procedures. Proficiency with computer software applications. Basic knowledge of accounting principles and procedures. Working knowledge of applicable laws and regulations related to the school operations. Ability: Ability to organize tasks, manage time effectively, work independently. Ability to communicate tactfully and effectively with staff, the public, and outside vendors. Ability to manage priorities and tasks in a fast-paced environment with frequent interruptions. Ability to handle confidential information with discretion. Ability to create and interpret complex spreadsheets with a high degree of accuracy and attention to detail. Skills: Proficiency with technology, including Google Suite and Microsoft Office Suite. Strong customer service and interpersonal communication skills. Effective multi-tasking and problem solving abilities. Excellent written and verbal communication. Strong organizational skills. Familiarity with School ERP Pro Financial Suite is a plus. Supervision Received: Works under the direction of the Business Administrator. Exercised: None Responsibility: Performs a variety of complex and responsible administrative tasks requiring a solid understanding of departmental functions and operations. Exercises independent judgment to complete assignments and resolve issues in situations that may not be clearly defined by existing policies or procedures. Job Environment

• Work is performed in a standard office setting with moderate noise and frequent interruptions.
• Operates typical office equipment including computer, calculator, copier, fax machine.
• Regular contact with vendors, school personnel, teachers, administrators, typically involving routine or semi-complex issues.
• May have access to confidential and sensitive information related to assignment.
• Errors may delay departmental operations and potentially result in legal or financial consequences.

Physical Requirements (The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.) This position is frequently required to sit, communicate, and hear. Occasionally required to walk, handle objects, tools or controls and reach with hands and arms. Must occasionally lift and/or move items weighing up to 25 pounds. Vision and auditory acuity must be with normal or correctable ranges. Must be able to operate a keyboard and calculator efficiently. (This job description does not constitute an employment agreement between the employer and the employee. It is subject to change as the needs of the employer and the requirements of the position evolve.) Equal Opportunity/Americans with Disabilities Act Employer