Administrative Assistant Finance and Procurement

Administrative Assistant Finance And Procurement

Anchorage School District

Location: 99577, USA

Bargaining Unit: TOTEM Work Year: 11 months Work Day: 8.0 hours per day FTE: Full time, 1.0 FTE Salary: T-13, $22.29 to $23.30 per hour, DOE

Position Summary: The Finance and Procurement Administrative Assistant is responsible for the ordering and receiving of school equipment and supplies and tracking, reporting, and reconciliation of school accounts, to include receipting of payments for fees, fines, testing and other items as directed by the principal. The FPAA is responsible for the reporting and reconciliation of deposits to the ASD Finance cashier, the inventory control of Fixed Assets and associated reporting, and supports the school principal in the review and preparation of the annual budget, and management of grants awarded to the school. This position has a retirement association with the Public Employees' Retirement System (PERS).

Job Requirements: The following are required:

1. A high school diploma or equivalent, or current enrollment in a GED program.
2. Three years of clerical experience. Equivalent education may be considered in lieu of related work experience.

The following are preferred:

1. Course(s) in bookkeeping or accounting or like knowledge demonstrated in previous work experience.
2. Proficiency in operating Macintosh or Windows computers with experience in a variety of applications, as well as proficiency in the operation of office machines and management of filing systems.
3. Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
4. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Essential Job Functions:

1. Assists the principal in preparation, management, and accountability of school budgets, which includes purchase requisitions and P-card transactions.
2. Compiles and records financial transactions and issues financial statements according to Anchorage School District Accounting practices, Anchorage School Board policy, and records retention schedules.
3. Processes and submits deposit reconciliation reports on a weekly basis to the ASD Accounting Department.
4. Orders, receives, inventories, and ensures delivery of materials purchased by the school, managing billing cycles and processing payments directly to vendors.
5. Assists school employees in the understanding of district approved purchase guidelines.
6. Manages and reports the Fixed Assets Inventory to the ASD Finance Department on an annual basis.
7. Works under pressure, completing tasks with accuracy by required deadlines.
8. Assists the principal in management of rental agreements for equipment funded by the school.
9. Reads, interprets, and follows ASD business practices and policies.
10. Establishes and maintains a professional relationship with staff, parents, students, administrators, and the public.
11. Maintains confidentiality and inspires confidence and the cooperation of staff, parents, students, administrators, and the public.
12. Provides support coverage to office staff which includes administrative assistants, attendance coverage, student services, and curriculum as needed.
13. Provides support in the planning, preparation, setup, and take down of school events, which may include evening and weekend activities.
14. Manages, reports, and balances the decentralized accounting system on behalf of school teams, activities, and departments.
15. Assists school administration and coaches in program compliance for organized sports, which includes participation form completion, fee payment, and baseline concussion screening.
16. Prepares and processes end of year reports, securing p-cards from staff for safekeeping following a preset work flow, ensuring no budget overages and that all purchases have been completed and received prior to the end of the school year.
17. Meets with the Office of Management and Budget to ensure that all budgets are finalized ensuring the end of year process for the administrator is complete.
18. Assists school staff with ASD transportation requests, to include review of bus request forms, verification of funding availability, and submission of the requests for approval.
19. Manages travel accounts and assists staff with completing travel requests for district travel, providing a viable business process so they understand the ASD Travel Procedures and the required travel request paperwork for completion and approval of travel, and submission of receipts and paperwork following completion travel.

Physical /Mental Demands: The physical demands of this job require frequent standing, walking, sitting, speaking and hearing. Specific visual abilities are also required. The employee is regularly required to reach with his/her hands and arms and occasionally lift items weighing less than 40 lbs. Additionally, the employee must be able to understand vague and implicit instructions, be able to readily recall facts and details, handle conflict and make effective decisions under pressure. The employee must have the ability to effectively manage the stress of working with students, parents, and other employees representing diverse cultures, personalities, and work styles in a dynamic work environment. The Anchorage School District is committed to providing reasonable accommodations, according to applicable state and federal laws, to all individuals with a qualified physical or mental disability. Work Environment: Work is performed in a professional environment with a wide variety of individuals having differing functions, personalities and abilities, including working with diverse groups of people in a variety of different settings. While performing the duties of this job the employee may be regularly exposed to a video display. The employee may be exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Additional Job Information: This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employees will be required to follow any other job-related instructions and to perform any other job related duties as requested by any person authorized to give instructions or assignments. Anchorage School District (ASD) employees must possess the ability to read and write in English. This also includes the ability to communicate in English with school staff, co-workers, and the public; as well as have the ability to comprehend and carry out oral and written directions and understand and follow English instructions and written documents. Offers of employment are contingent upon completion of a satisfactory criminal background check. For certificated positions, this is in addition to the background check conducted through the certification process with the Alaska State Department of Education and Early Development (DEED). This position may be required to work in ASD facilities on the military installations (JBER). Please visit the government REAL ID website for additional information. The Anchorage School District is an equal employment opportunity employer.

About: The Anchorage School District is one of the largest and most diverse school districts in the country. We educate nearly 43,000 students in over 130 schools and programs. Minority students comprise more than 50 percent of the student population, and our students speak 110 different languages. We are committed to fostering and celebrating diversity and preparing our students to be global citizens. We support employees through comprehensive professional development, award winning mentoring programs, and competitive salary and benefits. Anchorage is the best of both worlds, offering pristine wilderness alongside the amenities of a large city.

Land Acknowledgment: We acknowledge that we gather here today on the traditional lands of the Dena'ina People of Upper Cook Inlet. For thousands of years, the Dena'ina People have been and continue to be the stewards of this land. ASD is committed to diversity and inclusion, and it is with honor and respect that we recognize all Indigenous people who live and learn in our community.

Our Mission: In order to meet its mission, Educating All Students for Success in Life, Anchorage School District (ASD) is committed to strategic initiatives and goals. Goals are SMART as they are Specific, Measurable, Attainable, Realistic, and Timely.

Our Vision: Building the ideal student experience

Student learning, achievement, and lifelong success are the focus of ASD. Within the District, families have many academic choices to meet a variety of student needs. Equitable access and opportunity are keys to building a successful learning path for each student. ASD celebrates our differences and is committed to inclusion of all our community's languages, cultures, and perspectives.

Education plays a vital role in preparing students to become engaged, productive members of our culturally rich community. Our community envisions students empowered by real world experiences with access to educational opportunities within and beyond the walls of school buildings. ASD is boldly committed to transforming how we prepare students for life, college and careers within Alaska and across the globe.

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