Admin. Assistant; HR - Finance - SIS Job Key West area,Florida USA,Administrative/Clerical

Position: Admin. Assistant (HR - Finance - SIS)
Position Type:
Staff Services/Administrative Assistant I

Date Posted:
6/4/2026

Location:
May Sands Montessori
Administrative Assistant - Finance and Payroll Manager

Administration:
- Assist Leadership with smooth daily operations
- Support leadership to achieve business objectives
  - acting as liaison to the District office as required
  - address departmental issues
- Support faculty, staff, parents and students
- Share information for general office policy and procedures
- Coordinate CPR training
- Manage ELC database for VPK and School Readiness requirements
Finance:
- General bookkeeping duties, including posting and reconciling information to Quick Books
- Organize and maintain streamlined accounting system
- Create and maintain annual budget and chart of accounts
- Process payments in a timely manner
- Perform Bank Reconciliations on a monthly basis
- Make deposits and record all cash, checks and credit card receipts on hand as well as through Donor View and Square
- Submission of monthly financial reporting and board minutes to the district
- Prepare and submit annual Cost Report to the District
- Manage and submit all annual audit documents
- Manage After Care and Extended Day Programs billing and collection
- Enter VPK attendance and submit to ELC for payment monthly
Human Resources:
- Process documentation for employment applications including prior employment verification
  - Onboarding and Offboarding with the District
  - Hiring and separations for payroll and benefits
- Prepare employment contracts
- Liaise with CoAdvantage to report and manage payroll and benefits
- Manage Time Cards
- Follow up with substitute coverage for unexpected absences
- Manage Employee Data and Verification Reports in compliance with DOE Surveys in FOCUS
- Maintain Employee related files including instructional certification compliance
SIS (Student Information Systems)

FOCUS update including withdrawals, transcripts, and all documentation
- Keep student records updated in FOCUS, File Maker Pro, and physical copies
- Assist AHEC with annual physicals for all students
- CHIPS management with backup and monthly documentation
- Assist instructors, admin, Principal, students, and parents with documentation and records upkeep
- Update all student information devices such as Remind, Transparent Classroom, IXL, Smore, etc.

Technical Competencies:

Budget Management & Accountability
- Knowledgeable in monthly financial reporting, payroll, accounts payable, accounts receivable, and bank reconciliation.
- Profit & Revenue Optimization
- Audit compliance
Experience in effectively communicating key data.
Customer Service.
Regulatory compliance within school district.
Schedule Administration;
Highly organized with keen attention to detail
Good mathematical background and ability to sort, check, count and verify numbers.

Behavior Competencies:

Positive work ethics
• Professional communication skills
• Proactive Problem-solver
Self-motivator
• Ability to cooperate/get along with others
• Dependable/Flexible/adaptable

Skills required:

Quickbooks desktop software
Microsoft Office with proficiency in Excel and Word
Filemaker Pro

Core Values:

Respect for self, others, and the environment