Admin. Asst. - Finance/Internal Controls

This position serves as the primary administrative support to the Chief Financial Officer/Chief Operations Officer (CFO/COO) and functions as the first point of contact for the District Office. The role supports financial operations, internal controls, grant administration, capital projects, transportation management, and food service while maintaining exceptional customer service and strict confidentiality.

Responsibilities

• Reception & Customer Service
  • Serve as the primary receptionist for the District Office.
  • Greet and assist visitors, parents, vendors, contractors, and community members.
  • Answer and direct incoming telephone calls and respond to general inquiries.
  • Receive, sort, and distribute incoming and outgoing mail, deliveries, and packages.
  • Maintain the reception area and conference rooms.
  • Coordinate visitor sign-in procedures in accordance with District security protocols.
• Finance & Internal Controls
  • Assist in maintaining internal control documentation, procedures, and monitoring activities.
  • Support internal and external audit activities by organizing records and preparing requested documentation.
  • Assist with purchasing documentation, purchase orders, vendor payments, contracts, bid processes, and vendor files.
  • Maintain calendars for budget meetings, audits, financial reporting, and grant deadlines.
  • Monitor contract renewals, insurance certificates, licenses, and compliance documentation.
  • Maintain confidentiality of financial, personnel, vendor, and student information.
• Facilities & Capital Projects
  • Maintain records related to facilities projects and capital improvements.
  • Track project timelines, contracts, invoices, and warranties.
  • Track facility inspections, permits, warranties, and compliance documentation.
• Transportation
  • Maintain vehicle documentation, including registrations, inspections, insurance, maintenance records, and licensing information.
  • Maintain records related to transportation services, fleet management, vendor contracts, and service agreements.
  • Coordinate transportation-related communications.
  • Maintain records for driver certifications, training, licensing, and compliance.
  • Coordinate transportation requests for field trips, extracurricular activities, and special events.
• Food Service
  • Prepare and submit monthly School Nutrition Program reimbursement claims.
  • Maintain documentation related to meal claims and compliance records.
  • Track and coordinate District catering requests.
  • Ensure catering charges are billed to the appropriate department or account.
  • Receive, record, and process Food Service deposits.
  • Maintain food service financial records and documentation.
  • Support administrative activities related to nutrition program audits and compliance.
• Federal Programs Support
  • Prepare and submit monthly federal grant reimbursement requests to DESE.
  • Manage the annual nonpublic school consultation process.
  • Track federal grant reporting deadlines and required submissions.
  • Maintain grant files and supporting documentation.
  • Assist with grant budgets, expenditure records, budget amendments, and financial documentation.
  • Coordinate with District departments and nonpublic school representatives.

Requirements

• Bachelor's degree in Business Administration or related field.
• Three years' experience in school finance or nonprofit environment (preferred).

Skills

• Ability to effectively communicate both written and verbal, including presentations.
• Ability to use basic, job-related equipment.
• Self-motivated and able to work with limited direct supervision.
• Flexibility to work with others in a variety of circumstances and a diverse group of individuals.
• Strong communication, computer, and interpersonal skills.
• Ability to learn and utilize new software programs as systems are upgraded.
• Ability to apply knowledge of current research and theory in a specific field.
• Ability to establish and maintain effective working relationships with staff and the school community.
• Ability to speak clearly and concisely both in oral and written communication consistent with the duties of this position.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Passionate about improving urban public education and devoted to making a difference.

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 regularly required to sit and talk or hear.
• The employee frequently is required to walk and use fingers, tools, or controls.
• The employee is occasionally required to stand and reach with hands and arms.
• Specific vision abilities required by this job include close vision, color vision, and depth perception.
• Occasionally the employee will lift up to 50 lbs., such as to lift files and paper.