Administrative Assistant II - Office of Director of Instruction (District Office)

About the role

This position is responsible for various accounting and payroll functions within the Seaford School District. The role involves managing budgets, preparing financial transactions, ensuring compliance with legal and regulatory requirements, and providing support to the Director of Instruction.

Responsibilities

• Completes all related accounting services for designated district and school budgets, including preparation and data entry in FSF for financial transactions.
• Verifies financial transactions comply with applicable federal and state laws, the State of Delaware Budget and Accounting Manual requirements and district policies and procedures.
• Ensures appropriate use of funding and financial coding prior to completing financial transactions in FSF.
• Verifies financial transactions are accompanied with appropriate documentation and approvals prior to submitting for final agency approval.
• Maintains appropriate documentation for all financial transactions per the State of Delaware's archiving schedule.
• Provides information to fund managers regarding budget status and reconciles any discrepancies.
• Coordinates and/or assists with student activity checking accounts and performs monthly reconciliations.
• Completes and/or assists with required reports which may include; GAAP package, personnel expenditure reports, monthly board of education financial reports, State of Delaware required reports, questionnaires, FOIA requests, and federal reports.
• Careers and/or assists with maintaining current criteria and financial information for the district's scholarships and scholarship investment account.
• Careers and/or assists with the district's tuition program for payment and billing for students who attend special schools either within or outside of the Seaford School District.
• Supports building and senior secretaries with guidance of accounting and policy regulations.
• Develops and/or assists with the creation, updates and maintenance of procedures, policies, regulations, records and communications.
• Administers payroll functions, including, but not limited to, updates salary schedules, prepares salary notices, completes salary data sheets, updates State of Delaware payroll system (PHRST) with hourly rates and verifications, adds employees to and retiring employees from the district payroll, keys payroll, and verifies alignment to earned units.
• Facilitates meetings with staff to discuss pension related information, assists with the retirement process and processes vested applications.
• Attends trainings related to responsibilities and remains current on State initiatives related to responsibilities (i.e. PHRST, payroll, fringe benefits, FSF, State of Delaware Budget and Accounting Manual requirements, GAAP, pension, etc.).
• Develops, updates and maintains procedures, records and documentation to reflect state, local and federal requirements.
• Provides requested information for monitoring, auditing and compliance related activities.
• Aids in preparing responses to proposed findings and developing correction action to address deficiencies.
• Supports the Director of Instruction his/her overall administrative efforts.
• Keeps the Director of Instruction informed of pertinent district developments and events.
• Antsents needs and on own initiative submits proposals for consideration; seeks counsel of the Director of Administrative Services as necessary.

Requirements

• Minimum education of a high school diploma; bachelor's degree in accounting, business, fiscal management or related field preferred.
• Minimum of 5 years of accounting, payroll or benefit administration experience.
• Proficiency with the Microsoft Office Suite (Access familiarity is not required).
• Experience with an automated financial system; experience with the State of Delaware's First State Financials (FSF) system preferred.
• Experience with an electronic payroll system; experience with the State of Delaware's PHRST system preferred.
• Experience with a benefit system; experience with the State of Delaware's CRIS system preferred.
• Knowledge of federal, state and local benefit requirements, accounting principles and payroll standards.
• Excellent communication, organizational and interpersonal skills.
• Experience with QuickBooks preferred.
• Familiarity with public school accounting structures preferred.

Qualifications

• Selected candidates may be given a skills test.

Skills

• Strong knowledge of federal, state, and local benefit requirements.
• Proficiency with Microsoft Office Suite.
• Experience with automated financial systems.
• Experience with electronic payroll systems.
• Experience with benefit systems.
• Excellent communication and organizational skills.
• Experience with QuickBooks.
• Familiarity with public school accounting structures.

Benefits

The Seaford School District offers a comprehensive benefits package including state share benefits and eligibility for a pension plan.

Pay

The pay for this position is commensurate with experience.

Schedule

The position is full-time and is expected to last for 12 months with 261 days.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.