Administrative/School Finance Assistant

Summary

Serves as administrative assistant to a principal or administrator of an elementary, nontraditional, or special education center/school; relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the assigned office; performs a variety of paraprofessional accounting duties required to maintain complex financial records.

Qualifications

Required

• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
• Two (2) years of experience in general office administration or office support including some financial and/or accounting functions.
  • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of procedures, practices, and operations of an office or administrative setting.
• Knowledge of general, paraprofessional accounting practices.
• Knowledge of or ability to learn applicable local, state, and federal laws and regulations.
• Proficiency in the use of technology and ability to learn associated software applications.
• Skill in business English, grammar, spelling, and punctuation.
• Organizational and time management skills with the ability to multitask.
• Ability to input transactions with attention to detail and in adherence to timelines.
• Ability to evaluate financial data for accuracy.
• Ability to provide positive customer service and to develop and maintain effective working relationships with culturally diverse students, families, school staff, and community members.
• Ability to communicate effectively, both orally and in writing.

Preferred

• Finance or accounting coursework.

Major Duties/Essential Functions

1. Plans, initiates, and manages administrative office activities, to include maintaining all financial records, and serves as office manager for the school's administrative office.
2. Appropriately handles supervisor's telephone calls and mail, personally responding to those that can be handled at the assistant level and forwarding the remaining calls or mail to supervisor with pertinent background material.
3. When requested to do so, may sign supervisor's name to correspondence of a routine nature.
4. Reviews outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
5. Resolves conflicts associated with the operation of the administrative office.
6. Uses computer software and related equipment to generate and produce confidential and general correspondence and other documents.
7. Attends meetings and conferences, taking official minutes.
8. Researches and develops material for use in official engagements.
9. Maintains supervisor's calendar; coordinates meetings and notifies attendees.
10. Enters financial data and records of transactions into computerized systems in accordance with proper procedures.
11. Maintains and tracks accounts involving various and complex entries, such as travel expenses; classifies transactions involving the distribution of expenditures.
12. Compiles, retrieves, and reconciles monthly, quarterly, semiannual, and annual totals, reports, and financial statements.
13. Properly handles all cash receipts/bank deposits, processes bills, fees, and other payments in a timely manner.
14. Informs principal of fund balances and requests for expenditures; carries out all paraprofessional accounting functions for a special fund or activity.
15. Orders major supplies, equipment, or textbooks using divisionwide computer systems to process and monitor transactions.
16. May assist in coordinating classroom coverage and/or substitute services.
17. May serve as backup for office operations such as clinic room aide as required by operational necessity.
18. Performs related duties as required or assigned.

Work Environment/Physical Requirements

This job operates in a professional office or school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.