Administrative Assistant - Financial

Administrative Assistant I
- Financial

Phillis Wheatley Elementary School, Woodbridge School District

The Administrative Assistant I (Financial) provides comprehensive financial and administrative support to ensure the efficient operation of the school's business office. This position is responsible for managing the school's financial transactions, maintaining accurate accounting records, processing payroll and purchasing documents, monitoring budgets, and supporting student activity accounts in accordance with district policies and state regulations. The Financial Secretary serves as a key resource for staff, students, families, and vendors while maintaining the highest standards of professionalism, confidentiality, and customer service.

• High school diploma or GED required; associate degree or coursework in accounting, finance, business administration, or a related field preferred.
• Minimum of three (3) years of progressively responsible bookkeeping, accounting, or financial office experience preferred.
• Experience working in a school district or public sector environment is preferred.
• Knowledge of generally accepted bookkeeping and accounting principles.
• Demonstrated proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience using financial management software is preferred.
• Strong mathematical, analytical, and organizational skills with exceptional attention to detail.
• Ability to prioritize multiple responsibilities, meet deadlines, and work independently with minimal supervision.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to adapt to changing priorities while maintaining accuracy in a fast‑paced school environment.

• Manage the day‑to‑day financial operations of the school in accordance with district policies, procedures, and applicable state regulations.
• Process purchase requisitions, purchase orders, invoices, reimbursements, deposits, and accounts payable documentation.
• Collect, receipt, reconcile, and deposit funds received from student fees, fundraisers, field trips, and other school activities.
• Maintain accurate financial records and reconcile school accounts on a regular basis.
• Assist the principal with monitoring school budgets, expenditures, and account balances.
• Prepare financial reports, spreadsheets, and supporting documentation as requested.
• Maintain records for student activity accounts and ensure proper accounting practices are followed.
• Coordinate ordering and inventory of office supplies, instructional materials, and equipment.
• Maintain confidential financial, personnel, and student records.
• Communicate effectively with district finance staff, vendors, employees, students, parents, and community members regarding financial matters.
• Answer telephones, greet visitors, and provide exceptional customer service to all stakeholders.
• Assist with school events, fundraising activities, and special projects requiring financial oversight.
• Ensure compliance with district auditing procedures and assist during financial audits.
• Utilize district financial software and Microsoft Office applications to maintain records and generate reports.
• Perform general administrative and clerical duties, including filing, correspondence, scheduling, and record management.
• Other duties as assigned.

Employment is contingent upon successful completion of all required background checks and clearances.

Salary:
The salary scale for this position is attached to this posting.

Under the Americans with Disabilities Act (ADA), the Woodbridge School District is required to provide reasonable accommodations to qualified employees with disabilities, unless doing so would pose an undue hardship. Qualified employees must have the requisite skills, experience, education, and licenses for the job, and must also be able to perform the essential functions of the job, with or without reasonable accommodations.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

The Woodbridge School District is an equal opportunity employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law.