Middle School Finance Specialist/Administrative Assistant

Manassas Park City Schools 100 Park Central Plaza, Suite 300 Manassas Park, Virginia 20111

POSITION:  Middle School Finance Specialist/ Administrative Assistant
 Salary/Hours: 

• Pay scale: Classified Hourly Pay Scale Grade 9
• Position Length: 12-month
• Hours: 7.5 hours per day

JOB SUMMARY:  The middle school finance specialist/administrative assistant maintains accurate financial records according to school board guidelines and provides assistance and clerical support to the building administration.
REQUISITE EDUCATION AND SKILLS:

• High school diploma or general education (GED) certificate and considerable experience in progressively responsible clerical work,
• Knowledge of Generally Accepted Accounting Principles (GAAP) and bookkeeping terminology and methods
• Ability to work under minimum supervision, within restrictive time frames and with highly accurate results.
• Skill in maintaining accurate records and accounts using various computerized systems of internal accounting and account/staff/budget management. Considerable knowledge of general office procedures, secretarial techniques, computer equipment usage and required software (Microsoft Office Suite)
• Knowledge of school office operations and confidentiality requirements for student information
• Ability to communicate courteously and tactfully with students, teachers, parents, and the general public.
• Must possess good organizational skills.
• Ability to work in a fast-paced environment and handle multiple tasks.
• Ability to work independently with a minimum amount of supervision and treat information with confidentiality.
• Ability to work well with others; ability to develop and maintain effective working relationships with faculty, students, and parents.

ESSENTIAL JOB RESPONSIBILITIES AND DUTIES: (including but not limited to the following)
 
Student Activity Funds

• Manages all funds collected and expended by student activities accounts for the school as defined by state regulations and School Board Policies and Regulations.
• Prepares receipts, deposits, disbursements and records all monies received by the school, and keeps an accurate ledger from which a monthly balance sheet, and an annual audit can be made,
• Prepares financial statements, reconcile checkbooks and bank statements for school,
• Manages Student Activity Funds budget totaling between $50,000 and $150,000, including athletics, athletic uniforms and equipment, team travel expenses, fund raising, clubs, field trip accounts, gym suits, pictures, yearbooks, building use fees, etc.
• Collects data for reports and assists and/or prepares reports as required,
• Prepares and makes deposits to the bank as required. Maintains detailed files of all revenue received for deposit. Prepares and prints receipts for revenue received by bookkeeper.
• Prints and issues checks for verified orders for student activity funds.
• Prepares bank reconciliations and financial reports. Submits documents to the principal and the Finance Department for review monthly.
• Obtains required W-9 documents from new and existing vendors as needed.
• Manages unclaimed property. Performs due diligence on outstanding checks in accordance with Virginia requirements for reporting of unclaimed property annually. Coordinates submission to state with the Finance Department for centralized reporting.
• Facilitates student activity fund audits including data pulls, compliance, and reports.
• Maintains records, issues updated lists, and makes collection attempts on all student debts for outstanding club, activity, lost books, lost technology, or athletic obligations.
• Provides training to staff, coaches, and sponsors on cash handling procedures, use of P-Card, purchase requisitions, travel procedures or other processes as requested by administration.

 
School Board Funds

• Assists in budget preparation for the upcoming year, review prior year’s expenditures, notes pending requests, and submits supporting memos and justifications when required.
• Tracks proposed budget changes until budget is finalized.
• Manages travel expenses and reimbursements ensuring documentation is submitted in accordance with Travel Expense Reimbursement Regulation.

• Prepares receipts, deposits, disbursements and records all monies received by the school, and keeps an accurate ledger from which a monthly balance sheet, and an annual audit can be made,
• Provides training to staff on cash handling procedures, use of P-Card, purchase requisitions, travel procedures, managing surplus equipment, or other processes as requested by administration.
• Ensures compliance with cash handling procedures. Documents non-compliance and reviews issues with Principal as needed.
• Manages P-Card purchases, including authorizing use of card in accordance with P-Card purchasing procedures, places orders, and reconciles monthly P-Card statements. Submits statement reconciliation to the Finance Department Accounts Payable in accordance with scheduled due dates.
• Processes purchase requisitions and assists with purchase orders, monitors availability of funds, assigning amounts and obtaining administrative approval. Places orders. Receives packing slips from staff acknowledging receipt of items ordered. Resolves discrepancies or shipment issues with vendors as required.
• Verifies receipt of purchased items and processes invoices for payment utilizing financial system software.
• Performs collection on all insufficient funds or other returned checks from the bank in a timely manner.
• Follows up on purchase orders to ensure full fund utilization.
• Reviews and revises school based financial forms and guidelines as needed.
• Supports teachers, sponsors, and administration with travel arrangements for student field trips and professional development events.
• Performs other duties as assigned.
• Collects data for reports and assists and/or prepares reports as required.
• Orders instructional supplies and maintains inventories.
• Receives, sorts, opens, and routes incoming mail.
• Serves as school courier to the Central Office daily.
• Performs other duties as assigned.

 
Administrative Assistant

• Greets visitors to the school office and answers the telephone,
• Prepares and understands procedures and other school related documents,
• Supports the general function of the administrative office.
• Provides comprehensive administrative support to the principal, such as scheduling meetings, appointments, and paperwork.
• Maintains personal address and telephone information for staff directory; updates and maintains the telephone list of staff, extensions, and classrooms; distributes electronically; maintains files on teacher licensure and staff placement.
• Coordinates ID badges for new employees, substitutes, and contractors; distributes/maintains/collects building/access keys.
• Communicates orally and in writing with school employees, students, parents, and the public with guidance from the principal,
• Performs time and leave functions.
• Performs other duties as assigned.

Must have the ability to effectively communicate and interact with other staff and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment such as, but not limited to, a personal computer, calculator, copier, and fax machine. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions will be required. 
CLEARANCES (Conditions for employment): 

• Criminal Justice Fingerprint/Background Clearance
• Tuberculosis Screening 

EQUAL OPPORTUNITY EMPLOYER 
Manassas Park City Schools assures Equal Employment Opportunities and equal education opportunities for employees and students as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, management and administration reserve the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.