Finance Administrative Assistant

Finance Administrative Assistant

The Finance Administrative Assistant provides confidential administrative support to the Finance Director, exercising sound judgment, professionalism, and discretion at all times. This position requires maturity, reliability, and the ability to manage sensitive information with confidentiality. Must be eligible for Notary Public certification and capable of typing a minimum of 50 words per minute. The Finance Administrative Assistant also serves as a liaison between the Finance Department and district staff, students, parents, and community members, ensuring effective communication and professional representation of the district.

Qualifications:

• Minimum of four (4) years of secretarial or administrative experience preferred
• MSBO Business Office Specialist certification, or willingness to obtain
• Prior experience providing administrative support in an educational, governmental, or finance setting
• Strong computer proficiency, including but not limited to: Microsoft Word, Excel, Google Workspace, and use of AI productivity tools SMART XL, MiStar, and RedRover
• Ability to prepare clear, accurate, and timely reports and correspondence
• Demonstrated effectiveness in communicating professionally with students, parents, staff, vendors, and community members
• Exceptional attention to detail and accuracy in data entry, financial reporting, and record management
• Ability to maintain confidentiality of sensitive employee and financial information
• Strong organizational and time management skills; ability to prioritize and meet deadlines in a fast-paced environment
• Knowledge of basic accounting and payroll principles, purchasing procedures, and internal controls preferred
• Knowledge of Federal and State laws pertaining to public school education preferred
• Associate's degree in a business-related field preferred

Essential Job Functions:

• Obtains, gathers, organizes and reports pertinent data and information for various district, state, and federal reports and school publications
• Performs highly responsible administrative and secretarial duties, processes administrative and clerical detail, and handles complex administrative matters independently
• Maintains and updates records for all necessary areas within the business department
• Assists employees and Human Resources Department with Family Medical Leave Act (FMLA)
• Assists Superintendent's Administrative Assistant with RedRover
• Has working knowledge of contract language for all bargaining units
• Maintains and updates all aspects of district payroll operations
• Processes Free and Reduced Lunch Applications and submits monthly report to the State of Michigan
• Processes and/or creates purchase orders through the SMART XL computer system
• Serves as the backup to the Superintendent's Administrative Assistant
• Assist with annual audits as needed
• Complete employment verifications in a timely and confidential manner
• Review and process tax-exempt purchasing forms
• Prepare and maintain injury reports, manage workers' compensation claims and records, and coordinate related insurance documentation and audits
• Process and track insurance certificate requests for district vendors and contractors
• Maintain consistent attendance and report onsite to work on time as expected
• Attend all meetings and professional development required for this position
• Complete assigned tasks, reports, and other requirements on time
• Exhibit a positive demeanor and support a positive work environment
• Other duties as assigned by the Director of Finance and/or Superintendent

Physical Requirements:

• Ability to stand and walk over extended periods of time
• Ability to sit up for extended periods of time in a work day, and to sit/stand several times in short periods of time
• Must be able to lift, carry, and transport heavy items

Additional Information:

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned. This job description is subject to change at any time. It is the policy of the Gibraltar School District not to discriminate on the basis of race, color, national origin, gender/sex, age, disability, height, weight or marital status in its programs, services or activities. The following people have been designated to handle inquiries regarding the discrimination policies: Inquiries related to discrimination to Ms. Amy Conway, Superintendent 19370 Vreeland Road, Woodhaven, MI 48183.