Administrative/Finance Assistant

Administrative/Finance Assistant

Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for the principal, or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Assists in planning and scheduling school events and activities, and maintaining a calendar of school and student events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Maintains documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
• Welcomes and assists visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls, and provides information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Schedules appointments with students, parents, and teaching staff or others as requested.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
• Secure substitute teachers when applicable and maintain an ongoing spreadsheet for payroll purposes.
• Assists in administering the school accounts payable and accounts receivable function, including the processing of purchase orders and invoices for payment, and inputting and maintaining data and information into the accounting system regarding accounts payable and receivable to ensure records are accurate and up-to-date.
• Provide money boxes and tickets for all admission charged Athletic and School events and reconcile Box office reports. Deposit all funds and ensure all accounts payable and accounts receivable are kept current.
• Provide Activity Fund monthly and end-of-year close-out reports. Provide necessary documents and reports for School Accounting Auditors
• Researches discrepancies regarding the accuracy of invoice amounts, word counts, etc. for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors, consultants, translators, or others as needed to reconcile.
• Assists in inputting and maintaining all data and information into the accounting system regarding accounts payable and receivable.
• Reconciles accounts payable invoice batches, and processes payment checks.
• Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.
• Maintains accounts payable and receivable records for accurate and up-to-date filing and recordkeeping.
• Composes correspondence to clients as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.

Additional Duties

Performs other related duties, as assigned, to ensure the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive for every task or responsibility.

Equipment

Uses standard office equipment such as computer, copy machine, fax machine, and telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills, and Abilities

• Ability to describe problems and work orally or in writing to the supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply, and use computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail, PowerSchool).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

Ability to work outdoors during outdoor student activities.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• High school graduate
• Associate degree with coursework in business, math, word processing, office procedures, and record-keeping preferred
• Bachelor's degree preferred
• Successful experience with office management is preferred.

FLSA Status: Non-exempt