G26​/Financial & Admin Specialist; Academics

Financial And Administrative Specialist

The Financial and Administrative Specialist is responsible for managing various financial processes and administrative tasks to ensure smooth and efficient operations within the Office of Academics. This role involves entering requisitions, submitting invoices, reconciling p-cards monthly, managing budgets, processing payroll, and submitting/monitoring travel and grant-related expenses. The ideal candidate should maintain a high degree of confidentiality and compliance with relevant regulations, collaborate effectively with internal stakeholders, and demonstrate strong attention to detail.

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties):

• Accurately input purchase requisitions into the financial system (e.g., Oracle) and ensure proper documentation for tracking.
• Process and submit invoices to the Accounts Payable department in a timely manner, verifying accuracy of vendor information and amounts.
• Perform monthly reconciliation of purchasing cards (p-cards) to ensure all transactions are accounted for, supported by receipts, and allocated to correct budget lines.
• Monitor departmental budgets, ensuring expenditure remains within allocated limits and reporting variances or concerns to management.
• Process and submit mileage and travel expense reports for reimbursement, verifying compliance with organizational policies.
• Submit and track grant reimbursement requests to secure timely and accurate funding. Maintain documentation and coordinate with grant administrators for compliance.
• Prepare and process payroll, ensuring accurate and timely payment of salaries/wages, and coordinate with HR and Payroll departments to resolve discrepancies.
• Run and analyze financial reports from Oracle (or other ERP systems). Prepare summaries and recommend actions based on financial data and trends.
• Work closely with the Office of Academics, Finance, Budget, Procurement, HR, schools, and Payroll to align financial operations with organizational goals and policies.
• Keep accurate, up-to-date financial records. Respect and maintain strict confidentiality of payroll, financial, and personnel information.
• Provide administrative support to each office, as needed, including document filing, record retrieval, and other ad hoc tasks.
• Other duties as assigned to support departmental and organizational priorities.

REQUIRED EDUCATION, TRAINING AND EXPERIENCE:

• Any combination of education and experience equivalent to an associate's degree in accounting, Business, Finance, or Business Administration.
• Minimum of 2–3 years of experience in a similar role with a strong understanding of financial processes, payroll functions, and administrative tasks.

REQUIRED KNOWLEDGE,

SKILLS AND ABILITIES

:

• Proficiency in financial software and Microsoft Office Suite (Word, Excel, Outlook).
• Ability to run and interpret financial reports in Oracle or other ERP systems.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent written and verbal communication skills.
• Effective problem-solving and analytical thinking.
• Proven ability to manage multiple tasks, meet deadlines, and work under minimal supervision.
• Strong interpersonal skills for cross-departmental collaboration.
• Discretion and integrity in handling sensitive financial and payroll information

Salary is based on the FY2026-27 Pay Plan: $53,996.80 - $97,323.20

Arlington Public Schools is an Equal Opportunity Employer