Admin. Asst. - Finance​/Internal Controls

Job Summary

The Administrative Assistant Finance/Internal Controls serves as the primary administrative support to the Chief Financial Officer/Chief Operations Officer (CFO/COO) while functioning as the first point of contact for the District Office. The position supports financial operations, internal controls, grant administration support, capital projects support, transportation management, and food service support while maintaining exceptional customer service and strict confidentiality.

Chief Financial Officer/Chief Operating Officer

Classified

Exempt

12 months

• Serve as the primary receptionist for the District Office.
• Greet and assist visitors, parents, vendors, contractors, and community members.
• Answer and direct incoming telephone calls and respond to general inquiries.
• Receive, sort, and distribute incoming and outgoing mail, deliveries, and packages.
• Maintain the reception area and conference rooms.
• Coordinate visitor sign-in procedures in accordance with District security protocols.

• Assist in maintaining internal control documentation, procedures, and monitoring activities.
• Support internal and external audit activities by organizing records and preparing requested documentation.
• Assist with purchasing documentation, purchase orders, vendor payments, contracts, bid processes, and vendor files.
• Maintain calendars for budget meeting and development, audits, financial reporting, and grant deadlines.
• Monitor contract renewals, insurance certificates, licenses, and compliance documentation.
• Maintain confidentiality of financial, personnel, vendor, and student information.

• Maintain records related to facilities projects and capital improvements.
• Track project timelines, contracts, invoices, and warranties
• Track facility inspections, permits, warranties, and compliance documentation.

• Maintain vehicle documentation, including registrations, inspections, insurance, maintenance records, and licensing information.
• Maintain records related to transportation services, fleet management, vendor contracts, and service agreements.
• Coordinate transportation-related communications.
• Maintain records for driver certifications, training, licensing, and compliance.
• Coordinate transportation requests for field trips, extracurricular activities, and special events.

• Prepare and submit monthly School Nutrition Program reimbursement claims.
• Maintain documentation related to meal claims and compliance records.
• Track and coordinate District catering requests.
• Ensure catering charges are billed to the appropriate department or account.
• Receive, record, and process Food Service deposits.
• Maintain food service financial records and documentation.
• Support administrative activities related to nutrition program audits and compliance.

• Prepare and submit monthly federal grant reimbursement requests to DESE.
• Manage the annual nonpublic school consultation process.
• Track federal grant reporting deadlines and required submissions.
• Maintain grant files and supporting documentation.
• Assist with grant budgets, expenditure records, budget amendments, and financial documentation.
• Coordinate with District departments and nonpublic school representatives.

• Bachelor's degree in Business Administration or related field
• Three years' experience in school finance or nonprofit environment (preferred)

• Ability to effectively communicate both written and verbal, including presentations
• Ability to use basic, job related equipment
• Be self-motivated and able to work with limited direct supervision
• Flexibility to work with others in a variety of circumstances and a diverse group of individuals
• Passionate about improving urban public education and devoted to making a difference

• Ability to effectively present information and respond to questions from administrators, staff, and general public

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only…