Administrative Assistant - Budget/Finance

Compensation Plans Clerical/Technical Support

Support the Executive Director of Budget and Finance by managing daily cash flow activities and providing administrative support for departmental operations, including budget and financial processes.

Qualifications:

• Some college coursework in accounting preferred
• Experience with MUNIS financial software required
• Proficient to excellent skills in Microsoft Excel, Word, and PowerPoint
• Strong attention to detail and organizational skills
• Ability to communicate effectively and work collaboratively with internal departments and external banking institutions
• Familiarity with banking processes or prior exposure to banking operations is preferred

Major Responsibilities and Duties:

• Monitor daily bank activity to assess cash availability and support cash flow decisions; may occasionally require logging into the banking platform on non-workdays that are considered bank business days
• Update and maintain daily cash position worksheets with current bank activity
• Accurately and promptly record incoming ACH and wire transactions in the General Ledger
• Coordinate with Payroll and Accounts Payable to schedule outgoing ACH and wire disbursements
• Set up and maintain ACH vendor accounts with the District's banking institutions
• Serve as a liaison for resolving banking discrepancies or issues
• Collaborate with departments to process voided checks and update the bank accordingly
• Complete the annual Unclaimed Property process, including preparation and submission to the State of Texas
• Reconcile timesheets for the Business Services Department; track leave balances and keep the Executive Director informed
• Submit requisitions and check requests for departmental operations
• Assist the Executive Director with departmental budget monitoring and the annual budget development process
• Maintain adequate supplies to ensure uninterrupted departmental operations
• Assist in coordinating training for campus secretaries in collaboration with the Campus Itinerant Secretary
• Support the preparation of the Annual Comprehensive Financial Report (ACFR) under the guidance of the Executive Director and Director of Accounting
• Maintain confidentiality and ensure adherence to District financial policies and procedures
• Perform other duties as assigned by the supervisor

Supervisory Responsibilities: None

Working Conditions:

• Mental Demands: Prioritize and manage multiple tasks and deadlines with minimal supervision. Exercise sound judgment and discretion in handling confidential and sensitive information. Anticipate needs and proactively solve problems in a dynamic, fast-paced environment. Communicate professionally and effectively with internal leadership, board members, and external stakeholders. Apply critical thinking and organizational knowledge to support strategic initiatives and executive-level decision-making
• Physical demands/environmental factors: Reaching with hands and arms and frequently repeating the same hand, arm, or finger motion. Bending or twisting at the neck and trunk more than the average person. Seeing close work such as typed or handwritten material.