Organization Overview

The mission of Citizens of the World Los Angeles (CWC LA) is to provide a socio-economically, culturally, and racially diverse community of students in Los Angeles with an intellectually challenging, experiential learning environment that develops each student's confidence, potential, and individual responsibility as citizens of the world. CWC schools develop students' social and emotional skills to prepare them to become citizens of the world in an ever-changing future. We promote academic rigor through a constructivist, project-based learning approach, to support and develop children's natural intellectual curiosity.

The CWC LA network has three schools(Hollywood, Silver Lake, and Mar Vista) serving near 2,000 TK-8th grade students. Our schools rank in the top 10-12% out of 773 LAUSD, magnet, and charter elementary schools. Our network is growing rapidly and will serve more than 5,000 students over the next several years. 

Position Overview

The Business Coordinator will support the school with operating systems and processes to enable excellent teaching and learning. The Business Coordinator will report to the Director of School Operations or the Principal, dependent on the school, and work closely with the RSO Director of Operations, Talent team, and ExED, our back office. 

Roles and Responsibilities

Run school-site financial operations, including budget management and procurement

• Purchase supplies for the school office and/or staff as requested by school site staff
  • Reconcile against teacher budgets in SpendBridge
  • Notify Principal prior to overages being incurred
• Perform all regular financial and payroll activities on-time
  • Submit invoices in timely manner and monitor through system to ensure on-time payment to our partners (via SpendBridge)
    • Confirm accuracy of invoices first
    • Manage approvals process (Principal, Executive Director signoff) to have no overdue invoices
  • Collect all packing slips and submit receipt of all sites orders
  • Create and submit deposit recapitulations for lunch, after-school, fundraising and all other revenues received weekly
  • Create credit card recapitulations monthly
  • Serve as first review of biweekly payroll and debrief Principal prior to sign-off
    • Send biweekly reminders for employee timesheet submission and assist Principal in expeditious processing of time-off requests and timesheet approvals
    • Confirm all part-time employees have appropriately completed “punches” in Paycom, or collect waiver form
    • Issue late time notification forms to employees who miss deadline to submit time
  • Respond to requests from our back-office provider, Excellent Education (ExED) in a timely manner to address aged payables, outstanding invoices, and/or missing documentation related to the financial/accounting activities of the school site
• Support Principal in on-going budget management
  • Monitor cash position, aged payables, and SpendBridge to ensure invoices and accounts have been paid in full
  • Run weekly payroll reports to ensure timely entry and monitoring of overtime, debriefing Principal as necessary
  • Support with data and information gathering for fundraising projections, pulled together by the RSO
  • Closely monitor all expenses (e.g., substitute budgets) in SpendBridge and Qlikview, communicating to Principal, ExED and Regional Support Office (RSO) on annual management
  • Participate in weekly, bi-weekly, and/or monthly check-ins with school site administration and/or the RSO
• Contribute to the development of content for accounting and procurement training as requested by the RSO and attend training for professional development opportunities
  • Attend mandatory annual ExED Business Manager training(s)
  • Identify recurring challenges that need new or revised systems and work collaboratively with the RSO Data and Compliance team to analyze the problem(s)
• Own school-site relationship with ExED and all vendors (specifically regarding contracts, vendor certification forms, invoicing)
• Any other duties, as assigned

Run school-site contracting and vendor management processes

• Collect, process, and file W-9s, agreements/contracts, and vendor certifications for all school vendors
• Follow Fiscal Policy protocols to ensure correct administrator is signing off on contracts
• Maintain current vendor certifications through periodic audits of collected forms
• Serve as school-site point of contact for submitting all insurance claims, as needed, for facilities, injury reports, etc. (work with RSO team)
• Serve as school site point for current epi-pens, per LAUSD’s requirements
• Any other duties, as assigned

Support overall program compliance

• Ensure the school is following CWC LA’s Fiscal Policies, inclusive of Reimbursement requests, Missing Receipt forms, and Credit Card management
• Assist RSO in the preparation of the school’s end-of-year annual audits, and oversight by collecting and reviewing documentation
• Lead new hire on-boarding process at school site, inclusive of:
  • Sign-off on all new employee I-9s, confirming receipt on first day of employment
  • Train new hires on Paycom
  • Notify RSO within 24 hours of staff exists
• Assist in the preparation of the school for site visits from local county offices of education
  • Complete Fiscal Interview preparation, as a part of the Oversight process, with ExED
  • Conduct day-of Fiscal Interview during Oversight visit day
  • Collect and deliver documentation requested by ExED and/or RSO for on- and off-site audits
• Assist in the completion and submission of school-specific reports required by the California Department of Education (CDE) and the Los Angeles Unified School District (LAUSD)
• Any other duties, as assigned

Systems Knowledge and Process Expectations

The Business Coordinator is expected to have a strong working knowledge (with training) of key financial systems and processes:

• SpendBridge
• org / Qlikview
• com
• California Credit Union
• Pacific Western Bank
• Remote Deposit Now
• ExED Procurement & Reconciliation (Invoices, Reimbursements, Packing Slips, POs)

General Requirements

• Build relationships with school administration, CWC LA school operation teams, and other key stakeholders with a focus on collaboration
• Maintain outstanding attention to detail and willingness to get the job done
• Communicate and interact effectively with multiple stakeholders
• Exhibit strong project management skills
• Be adaptable and flexible
• Innovate and think creatively
• Have some experience working with data (strongly preferred)
• Travel, as needed, for professional development opportunities and community events to fulfill outreach efforts
• Properly handle and secure student data to ensure compliance with Family Educational Records and Privacy Act (FERPA)

• Bachelor’s degree, with focus in business/finance or accounting preferred
• Minimum of 2 years’ relevant work experience
• Education experience preferred, but not required
• Understanding of computer software programs including office (Word, Excel) and willing to learn new software programs
• Possess knowledge of policies and procedures including but not limited to the recruitment and enrollment in a public charter school (strongly preferred)
• Fluency in speaking and writing in Spanish and/or Korean, or another language (preferred, not required)