School Ops Administrator

About Us

Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools across four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life™. CSUSA provides an academically rigorous education to students, equipping them with real-world readiness and preparing them for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts™.

About the Role

If you love inspiring and motivating young learners and want to put students first in education, CSUSA is the right place for you. As a School Operations Administrator, you will manage the financial, operational, and HR functions at the school level. You will work daily with the CSUSA Support Center functional areas to ensure school compliance with all CSUSA policies and protocols, including procurement, offer letters, onboarding, and grants.

Responsibilities

• Human Resources Management
  • Creates position openings in the ADP system.
  • Works with the Offer Letter Specialist to commence the offer process and sends required documents.
  • Onboards new employees in the ADP system and ensures all new hire paperwork is completed timely.
  • Supports school personnel in completing electronic HR onboarding submissions, including benefit applications in the ADP HR system.
  • Implements and monitors new hire information in UltiPro, Time & Attendance system in ADP, and LaunchPad; maintains employee data in UltiPro.
  • Works with the Principal, Finance Department, and Human Resources Department to ensure the school stays within the approved Staffing Budget.
  • Manages and maintains all confidential employee and school documents.
• Payroll
  • Manages employees in self-posting PTO in the HR system.
  • Ensures compliance and accuracy in the HR Time and Attendance system in ADP.
  • Audits payroll previews presented by the Payroll Department to authorize processing.
  • Manages and trains employees on all required HR systems.
  • Prepares school-based reports as required by the Payroll Department.
  • Oversees and approves I.T. and Facilities school-based employee hours and PTO.
• Benefits
  • Assists the Human Resources Department in formulating and executing open enrollments and other benefit meetings.
  • Manages and trains employees on family status changes, 401k, benefits selection, and compiles appropriate paperwork.
  • Manages requests, information, and documentation from employees for FMLA, short-term and long-term disability.
• Operations
  • Works directly with the Director and Manager of Procurements on purchase orders and goods needed.
  • Manages the National School Lunch Program at the school level.
  • Manages the school's food and transportation services by coordinating with service providers and overseeing deliveries.
  • Manages all school inventory purchased.
• Finance/Accounting
  • Manages financial records of the school in accordance with company policy and assists the Staff Accountant with monthly financial statements.
  • Supervises all check requests and bank deposits, including cash deposits of $10,000 or more, ensuring compliance with Currency Transaction Reporting Requirements.
  • Trains delegates to make deposits and accept cash on the school’s behalf.
  • Forwards approved invoices to the Accounts Payable department on a weekly basis.
  • Monitors and reconciles balances of school-based accounts in a timely manner.
  • Manages and trains on procedures for collection of any NSF checks.
  • Oversees and approves expenditure invoices at the school level.
  • Maintains and reconciles the Petty Cash Account based on company policy.
  • Prepares and maintains the school budget and staffing matrix at the school level with the Finance department in Adaptive Planning monthly.
  • Participates in all School Dashboard calls and assists the Principal with follow-up issues.
• Grants/Compliance
  • Works daily with the Education Grants Manager.
  • Supervises timelines and grant drawdowns.
  • Attends grant trainings to prepare and administer grants at the school level.
  • Supports the compliance department to ensure compliance at the school level is maintained.
• Risk Management
  • Ensures adherence to proper safety procedures.
  • Acts as liaison to HR and Benefits teams regarding employee injuries.
  • Processes and oversees all Workers' Compensation claims electronically.
  • Oversees, maintains, and processes all student accident claims.
  • Acts as liaison to Facilities and Finance departments on property and casualty claims.
• Information Technology
  • Supervises all school-based I.T. employees.
  • Serves as the point of contact for submitting work tickets for I.T., property, maintenance, and safety needs.
  • Processes all Help Tickets in a timely manner.
  • Ensures all permits and licensing are renewed/paid and posted on time.
  • Maintains an accurate, documented inventory of school keys for administrators, teachers, and substitutes.
  • Manages and documents end-of-year key returns from faculty/staff.

Requirements

• Bachelor's or higher in Accounting, Finance, or a related field from an accredited institution.
• At least 2+ years of School Operations or Business Management experience.
• Experience in an educational environment preferred.
• Must maintain confidentiality at all times.
• Knowledge and practical experience beyond basic bookkeeping.
• Proficiency in MS Word, Excel, and QuickBooks.
• Ability to work independently and make decisions in accordance with established policies and regulations.
• Polite, courteous, and tactful with the public and co-workers.

Skills

• Time Management: Prioritizing, organizing, scheduling.
• Computer Basics: Windows, Internet.
• Aptitude for mathematics and attention to detail.
• Communication: Oral, written, interpersonal (active listening).
• Ability to multitask.
• Ability to remain calm in a fast-paced environment.

Work Environment

While performing the responsibilities of this position, the work environment includes usual office working conditions. The physical demands include light work: exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. Travel within or outside of the state may be required.

This job is exempt from the overtime provisions of the Fair Labor Standards Act.