Financial Secretary - School Support

Job Title

Financial Secretary

Terms of Employment: 12 monthsExemption Status:
Non-ExemptAFSCME Scale: UA Grade 12-13Annual Salary Range: $49,587 to $88,057, determined by years of experience.

Education and Work Experience
• High School Diploma required, Associate Degree Preferred
• Five years of financial secretary experience required, in a school environment preferred

Qualifications
• Advanced knowledge of accounting principles, reconciliations, financial reporting, budgeting, cash controls, purchasing, and records management.
• Ability to interpret policies, procedures, regulations, agreements, and complex financial information and translate them into practical operating guidance.
• Ability to analyze large or complex data sets, identify trends and exceptions, and prepare clear findings and recommendations.
• Strong proficiency with Microsoft Excel, Word, PowerPoint, and enterprise financial systems; ability to learn new technology quickly.
• Ability to develop and deliver effective training to adult learners with varied levels of financial knowledge.
• Ability to manage multiple priorities, deadlines, reviews, and school support needs with limited supervision.
• Excellent written, verbal, presentation, consultation, and customer-service skills.
• Ability to exercise sound judgment, discretion, diplomacy, and confidentiality in sensitive situations.
• Ability to build collaborative working relationships with administrators, school staff, central-office departments, vendors, auditors, and community stakeholders.

Essential Job Functions
• Provide district-wide oversight and guidance for school financial operations, including student activity funds, school budgets, purchasing, procurement cards, deposits, receivables, disbursements, reconciliations, ticket sales, athletic funds, fundraising, and other school-based financial activity.
• Interpret and apply Board policies, administrative procedures, state requirements, accounting standards, and internal control expectations to school financial operations.
• Monitor financial activity across schools to identify inconsistencies, control weaknesses, unusual transactions, overdue reconciliations, negative balances, documentation gaps, or other areas of risk.
• Develop, recommend, and maintain standardized procedures, forms, checklists, calendars, and operating guidance for school financial processes.
• Advise administrators and school financial staff on complex or sensitive financial matters and recommend corrective action when necessary.
• Coordinate and support internal and external audits of school financial records, including preparation of documentation, review of findings, and monitoring of corrective action plans.
• Assess the effectiveness of internal controls related to cash handling, deposits, purchasing, disbursements, segregation of duties, inventory, ticket control, and financial record retention.
• Conduct periodic reviews of school financial records and practices to promote compliance, accuracy, consistency, and audit readiness.
• Provide technical assistance to schools in resolving audit findings, reconciling discrepancies, correcting financial records, and strengthening local procedures.
• Maintain documentation of reviews, findings, recommendations, corrective actions, and follow-up status.
• Serve as a subject matter expert for Oracle Financials and other financial, purchasing, payment, reporting, or school activity systems used by the district.
• Analyze system transactions, workflow issues, account coding, budget errors, interface problems, access concerns, and data inconsistencies, coordinate resolution with Fiscal Services, Payroll, Procurement, Human Resources, and Technology.
• Create and maintain reports, dashboards, tracking tools, reconciliations, and data analyses that support operational decision-making and compliance monitoring.
• Recommend system enhancements, access controls, automation opportunities, and process redesigns that improve accuracy, efficiency, and accountability.
• Provide individualized coaching, technical assistance, and problem-solving support to schools with complex financial issues or staffing transitions.
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