2026-2027 Exceptional Childrens Administrative Financial Assistant

Exceptional Children's Administrative Financial Assistant

The Administrative Financial Assistant for the Exceptional Children's Department provides financial, clerical, and administrative support to ensure the efficient operation of the department. This position assists with purchasing, payroll processes, inventory, compliance documentation, and coordination of department activities while maintaining confidentiality and professionalism. This responsibility includes working alongside the Administrative Assistant who is responsible for grants, all EC budgets, contracts, and other financial-related tasks. Assist with other duties as needed under the direction of the EC Director.

Financial Responsibilities

• Process purchase orders, invoices, and reimbursements for the EC Department
• Process timesheets, leave forms, and payroll-related documentation
• Coordinate mileage reimbursement submissions

Administrative Responsibilities

• Provide clerical and organizational support to the EC Director and Program Specialists
• Maintain confidential student and departmental records
• Process inventory
• Coordinate office communications and maintain accurate files
• Attend bookkeeper meetings
• Collaborate with the Chief Finance Officer and the finance department

Compliance & Data Support

• Assist with ECATS-related support and documentation as needed
• Monitor deadlines and ensure required reports are submitted in a timely manner
• Support compliance activities related to state and federal EC requirements

Event & Program Support

• Assist with planning and coordination of EC events and activities, including Special Olympics
• Create event materials such as badges, heat sheets, and registration documents
• Coordinate logistics and communication for department initiatives

Qualifications

• Minimum of an Associate's degree in business administration, accounting, office administration, or related field preferred
• Experience with financial procedures and office management
• Strong organizational, communication, and technology skills
• Ability to maintain confidentiality and work collaboratively with staff and administrators
• Experience in public education or Exceptional Children's programs preferred

Physical and Cognitive Requirements

The major physical and cognitive requirements listed below are applicable to the EC Administrative Assistant within the Exceptional Children Program of Hoke County Schools. Work in this classification is considered light physical work, requiring occasional exertion of up to 20 pounds of force and frequent or constant exertion of a negligible amount of force to move objects. Must be able to :

• Prepare, read and comprehend a variety of job-related forms, reports, spreadsheets, maps, plans, records, documentation and correspondence in all languages required by the job
• Understand and conform to all rules of punctuation, grammar, diction and style
• Speak to individuals or groups of people with poise, voice control and confidence
• Respond adequately to inquiries or complaints
• Write using standard convention in all languages required by the job
• Apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions
• Apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form
• Communicate effectively and efficiently in all languages required by the job using whatever communication device or system is required (telephone, braille)
• Use/interpret job related terminology, mathematical formulas and functions effectively and efficiently
• Deal with people beyond giving and receiving instructions
• Perform under stress, deal with persons acting under stress and adapt when confronted with emergency situations
• Be sensitive to cultural differences among individuals and groups of persons
• Operate a motor vehicle
• Operate/Use a variety of automated office machines and other job specific office equipment

Knowledge, Skills, and Abilities

• Knowledge of office management and financial procedures
• Ability to prioritize multiple tasks and meet deadlines
• Strong attention to detail and accuracy
• Effective interpersonal and customer service skills
• Ability to work productively and cooperatively with supervisors, employees and external contacts.
• Understands software applications such as Excel and other software used by the office. (Proficient in Excel is a requirement).

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the position. All employees may have other duties assigned at any time.