Admin. Asst. - Finance/Internal Controls

Job Summary The Administrative Assistant Finance/Internal Controls serves as the primary administrative support to the Chief Financial Officer/Chief Operations Officer (CFO/COO) while functioning as the first point of contact for the District Office. The position supports financial operations, internal controls, grant administration support, capital projects support, transportation management, and food service support while maintaining exceptional customer service and strict confidentiality. Reports to Chief Financial Officer/Chief Operating Officer Classification Classified FLSA Status Exempt Terms of Employment 12 months Essential Functions Reception & Customer Service Serve as the primary receptionist for the District Office. Greet and assist visitors, parents, vendors, contractors, and community members. Answer and direct incoming telephone calls and respond to general inquiries. Receive, sort, and distribute incoming and outgoing mail, deliveries, and packages. Maintain the reception area and conference rooms. Coordinate visitor sign-in procedures in accordance with District security protocols. Finance & Internal Controls Assist in maintaining internal control documentation, procedures, and monitoring activities. Support internal and external audit activities by organizing records and preparing requested documentation. Assist with purchasing documentation, purchase orders, vendor payments, contracts, bid processes, and vendor files. Maintain calendars for budget meeting and development, audits, financial reporting, and grant deadlines. Monitor contract renewals, insurance certificates, licenses, and compliance documentation. Maintain confidentiality of financial, personnel, vendor, and student information. Facilities & Capital Projects Maintain records related to facilities projects and capital improvements. Track project timelines, contracts, invoices, and warranties Track facility inspections, permits, warranties, and compliance documentation. Transportation Maintain vehicle documentation, including registrations, inspections, insurance, maintenance records, and licensing information. Maintain records related to transportation services, fleet management, vendor contracts, and service agreements. Coordinate transportation-related communications. Maintain records for driver certifications, training, licensing, and compliance. Coordinate transportation requests for field trips, extracurricular activities, and special events. Food Service Prepare and submit monthly School Nutrition Program reimbursement claims. Maintain documentation related to meal claims and compliance records. Track and coordinate District catering requests. Ensure catering charges are billed to the appropriate department or account. Receive, record, and process Food Service deposits. Maintain food service financial records and documentation. Support administrative activities related to nutrition program audits and compliance. Federal Programs Support Prepare and submit monthly federal grant reimbursement requests to DESE. Manage the annual nonpublic school consultation process. Track federal grant reporting deadlines and required submissions. Maintain grant files and supporting documentation. Assist with grant budgets, expenditure records, budget amendments, and financial documentation. Coordinate with District departments and nonpublic school representatives. Qualifications Bachelor's degree in Business Administration or related field Three years' experience in school finance or nonprofit environment (preferred) Knowledge, Skills & Abilities Ability to effectively communicate both written and verbal, including presentations Ability to use basic, job related equipment Be self-motivated and able to work with limited direct supervision Flexibility to work with others in a variety of circumstances and a diverse group of individuals Passionate about improving urban public education and devoted to making a difference Communication Skills Ability to effectively present information and respond to questions from administrators, staff, and general public Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form Other Skills And Abilities Must have strong communication, computer and interpersonal skills Must have the ability to learn and utilize new software programs as systems are upgraded Ability to apply knowledge of current research and theory in a specific field Ability to establish and maintain effective working relationships with staff and the school community Ability to speak clearly and concisely both in oral and written communication consistent with the duties of this position Ability to perform duties in full compliance with all district requirements and Board policies Physical Demands The physical demands described here 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 the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 lbs. such as to lift files and paper. The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. #J-18808-Ljbffr Jennings School District