Finance Assistant

Support Staff

Job ID: 5735

Job Title: Office Assistant

Division/Department: Administrative Services

Reports To: Chief Financial Officer

Salary: This is a full-time twelve (12) month position at 232 days with a minimum annual salary of $50,489.

Job Summary (Primary Purpose)

As a Finance Assistant, duties include offering administrative support to the Financial Services Department, primarily by handling multiple aspects of budget management including preparing and monitoring receivables and payables for the department. The Finance Assistant will also provide support in other administrative and clerical capacities as needed, including other budget and accounting activities.

This position may also provide support as the Cashier for the caf, handling food orders, cash and operating the point-of-sale system. This position helps set a positive tone for the department and the caf by welcoming and greeting guests.

Required Qualifications (Experience & Education/ Certificates)

• A high school diploma or GED required
• Strong organizational, communication, and interpersonal skills
• Strong customer service and hospitality skills
• Ability to handle extreme multi-tasking in the presence of multiple distractions
• Collaborate with others in team environment
• Displays time management and adheres to deadlines
• Computer application proficiencies including email, Office, web applications, etc.
• Ability to work with minimum supervision
• Ability to organize and prioritize workflow and projects
• Proven attendance track record
• Ability to effectively present information in one-on-one situations

Preferred Qualifications (Experience & Education/ Certificates)

• Bachelor's Degree in Education, Business Administration, or related field preferred
• Experience in public education desired but not required
• Experience with budgeting, purchasing transactions, accounting or financial transactions
• Three (3) years general receptionist/secretarial experience required
• Education and experience may be substituted for one another on a year-for-year basis, as appropriate

Major Job Responsibilities/Essential Functions

• Serve as a representative of ESC Region 13, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public

Financial Support Specialist Duties

• Maintain processes for contracting with various vendors, suppliers, and adjunct staff including contract preparation, encumbering funds through budget office procedures, tracking signature workflow, and maintaining accurate records of payments.
• Process payments and orders for the department, including preparing and entering purchase orders into the web-based accounting system, track the progress of order signatures, and monitoring order status to ensure accurate arrival and receipt of purchased goods.
• Reconcile department credit card, prepare credit card statements for signatures, and maintain accurate records of payments for services that are secured and paid for by credit card.
• Provide support for bank reconciliations and other financial processes, including reviewing transactions, researching discrepancies and maintaining supporting documentation.
• Prepare travel related paperwork for the department, including travel requests, travel and accommodation arrangements, payments, and reimbursements for the team.
• Plan and schedule meetings and trainings. Re-schedule and cancel rooms when necessary. Coordinate training room set-up and break down. Coordinate food requests for room reservations.
• Provide support to Executive Services as needed with financial transactions, hosting and coordination of meetings and events, guest services and other administrative support activities.

Cashier Duties

• Serve as a cashier of ESC Region 13 Caf, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public.
• Serve onsite visitors by greeting, welcoming, and directing them appropriately.
• Handles food orders, cash and operating the point-of-sale system.
• Keep a safe and clean cashier and caf area and ensure common areas are neat and ready for guests each day.

Additional Duties

• May occasionally receive, sort, and distribute daily mail / deliveries
• Perform other administrative duties such as filing, photocopying, preparing reports, mailing, etc.
• Perform other duties as assigned

Knowledge/Skills

• Strong organizational, communication, and interpersonal skills
• Strong customer service and hospitality skills
• Ability to handle extreme multi-tasking in the presence of multiple distractions
• Collaborate with others in team environment
• Displays time management and adheres to deadlines
• Computer application proficiencies including email, Office, web applications, etc
• Ability to work with minimum supervision
• Ability to organize and prioritize workflow and projects
• Proven attendance track record
• Ability to effectively present information in one-on-one situations

Supervisory Responsibilities

• None

Budget Responsibilities

• This position will process payments and orders for the department, including preparing and entering purchase orders into the web-based accounting system, track the progress of order signatures, and monitoring order status to ensure accurate arrival and receipt of purchased goods.
• Reconcile department credit card(s), prepare credit card statements for signatures, and maintain accurate records of payments for services that are secured and paid for by credit card.
• This position will handle food orders, cash and operating the point-of-sale system.

Working Conditions (Physical/Mental Demands & Environmental Factors)

• Follow policies and procedures
• Interprets data
• Maintains emotional control
• Lifting and carrying up to 15 pounds
• Visual acuity with printouts and computer monitors
• Repetitive hand motions
• Sitting for extended periods of time
• Constant interruptions
• This is an onsite, in person position with the ability to work remotely one day per week up to four days per month.

Equipment Used

• General office equipment, Windows computer and peripherals, audio/visual equipment, and other equipment as requirements change.

Benefits:

• Generous contribution to medical benefits
• Twelve vacation days per year
• Ten leave days per year
• Four telecommute days per month
• Discounted wellness offerings
• Form more information browse the Benefits Booklet

The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills that may be required.