Student Activity & Financial Operations Specialist

Student Activity and Financial Operations Specialist

The Student Activity and Financial Operations Specialist is responsible for managing and processing financial transactions related to accounts payable for student activity, auxiliary operations, and tax credit accounts. This includes reviewing and verifying invoices for accuracy, ensuring proper documentation and authorization, and matching invoices with purchase orders and receiving reports. The specialist will process payments via checks, electronic transfers, and maintain organized records for compliance with district policies, state regulations, and audit requirements. Additionally, the specialist will reconcile vendor statements, resolve discrepancies, and assist in the preparation of financial reports, including month-end and year-end closings. The specialist will prepare voucher supplements for Governing Board action. The role also involves collaborating with district departments to ensure proper expense coding and approval, maintaining positive vendor relationships, and supporting other finance-related tasks and special projects as needed. The position supports District schools and principals in their effort to foster an optimal educational environment for students while assuring effective and efficient payments on behalf of the District for all goods and services provided.

Major Tasks

Student Activity, Auxiliary Operations, Tax Credit

• Maintains a complete and systematic set of records for all day-to-day accounts payable operations for Student Activity, Auxiliary Operations, and Tax Credits.
• Provides ongoing training and acts as a liaison between the Finance department and school club sponsors and coaches to ensure district-wide compliance with established procedures, audit requirements, use of the district finance system, and the Uniform System of Financial Records (USFR).
• Reviews Student Activity, Auxiliary Operations, and Tax Credits, including:
• Reviewing PARs, verifying correct funding source, available funds, and appropriate coding.
• Receiving and securing deposits, maintaining a sign-in log, reconciling site reports, ticket logs, and fundraising reconciliations.
• Auditing late deposits, pre-EOP voids, adjusted receipts, zero-dollar receipts, and multi-date EOP reports.
• Entering disbursements, running checks, and preparing monthly reconciliation reports.
• Processing NSF or returned checks, contacting check writers for resolution, and filing for payment follow-up.
• Processing cash box requests and maintaining year-end reconciliation records.
• Assisting staff with new vendor registration requests.
• Reviewing requisitions for proper coding, procurement compliance, approvals, and funding.
• Verifying and approving staff reimbursements for travel and miscellaneous supplies.
• Processing and reconciling team travel expenses.
• Reviewing student field trip packets and setting up corresponding fees in the receipting system.
• Coordinating purchase orders for field trip expenses.
• Maintaining game official records and reconciling monthly to RefPay.
• Validating invoices, requisitions, purchase orders, and packing slips before processing payments.
• Entering invoice payments, verifying totals and taxes.
• Preparing vouchers, warrants, and supplemental reports.
• Distributing warrants to vendors via mail and electronic systems.
• Revising purchase orders and logging them for monthly approval.
• Acting as a liaison between departments, schools, and vendors to resolve billing issues.
• Provide annual Tax Credit reports on site receipts and expenditures.

InTouch

• Manages the InTouch Receipting system, including:
• Providing ongoing training to sites.
• Entering updates, setting up new accounts, field trip fees, and price changes.
• Updating the website for system changes.
• Exporting and importing InTouch Receipting files daily.
• Reviewing website receipts.
• Troubleshooting system issues with vendors and IT.
• Setting semester course fees in the InTouch Schedule Interface.
• Assisting with Falcon Prep & Stinger back-to-school events.
• Processes EFT payments and researches discrepancies in the Commerce bank account.
• Manages data, reports, and reconciliation of Capital Assets.

Accounts Payable Processing

• Review and verify invoices for accuracy, appropriate documentation, and proper authorization.
• Match invoices with purchase orders and receiving reports to ensure consistency.
• Enter invoices into the accounting system and prepare payment batches for approval.
• Process payments via checks, electronic transfers, or ACH transactions.
• Reconcile vendor statements and resolve any discrepancies.

Compliance and Record-Keeping

• Ensure compliance with district policies, state financial regulations, and audit requirements.
• Maintain organized and accurate AP files, including invoices, payment records, and supporting documents.
• Assist with preparation for audits by providing necessary records and reports.

Vendor and Internal Communications

• Respond to vendor inquiries regarding payment status and resolve any payment issues.
• Communicate with district departments to ensure proper account coding and approval of expenses.
• Maintain positive relationships with vendors while enforcing district purchasing policies.

Financial Reporting and Reconciliation

• Assist in month-end and year-end closing processes related to accounts payable.
• Prepare AP-related reports, including outstanding invoices, payment summaries, and expense analysis.
• Reconcile accounts payable transaction and assist with budget monitoring.

Additional Responsibilities

• Assist with payroll or other finance-related tasks as needed.
• Support the finance department with special projects and process improvements.
• Secures and tracks District vendor credit cards, maintaining log-in/log-out records.
• Prepares monthly Governing Board reports for Auxiliary, Tax Credit, and Student Activity.
• Prepares credit card Tender Reports
• Prepares and processes reports required by statutes or administration.
• Exercises judgment when handling confidential information.
• Perform other duties as assigned by the Finance Director.

Qualifications

• A high school graduate or equivalent.
• One year of college accounting courses and experience in school district or governmental-type accounts payable and receivable preferred.
• Experience with accounts payable and receivable.
• Ability to operate a computerized accounting system.
• Experience with Student Activity, Auxiliary Operations and Tax Credits preferred.
• Experience with Microsoft Excel, Microsoft Word and Google Suite preferred.
• Experience with USFR codes and School ERP Pro Finance modules preferred.
• Experience with InTouch Receipting system preferred.
• Able to type, file, and organize and record data.
• Effective interpersonal and communication skills.

Essential Skills and Abilities

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to have regular and reliable attendance, is regularly required to sit, talk and/or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools and/or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Cave Creek Unified School District