Student Activity & Financial Operations Specialist

Student Activity and Financial Operations Specialist

The Student Activity and Financial Operations Specialist is responsible for managing and processing financial transactions related to accounts payable for student activity, auxiliary operations, and tax credit accounts. This includes reviewing and verifying invoices for accuracy, ensuring proper documentation and authorization, and matching invoices with purchase orders and receiving reports. The specialist will process payments via checks, electronic transfers, and maintain organized records for compliance with district policies, state regulations, and audit requirements.

Additionally, the specialist will reconcile vendor statements, resolve discrepancies, and assist in the preparation of financial reports, including month-end and year-end closings. The specialist will prepare voucher supplements for Governing Board action. The role also involves collaborating with district departments to ensure proper expense coding and approval, maintaining positive vendor relationships, and supporting other finance-related tasks and special projects as needed.

The position supports District schools and principals in their effort to foster an optimal educational environment for students while assuring effective and efficient payments on behalf of the District for all goods and services provided.

Student Activity, Auxiliary Operations, Tax Credit

• Maintains a complete and systematic set of records for all day-to-day accounts payable operations for Student Activity, Auxiliary Operations, and Tax Credits.
• Provides ongoing training and acts as a liaison between the Finance department and school club sponsors and coaches to ensure district-wide compliance with established procedures, audit requirements, use of the district finance system, and the Uniform System of Financial Records (USFR).
• Reviews Student Activity, Auxiliary Operations, and Tax Credits, including:
• Reviewing PARs, verifying correct funding source, available funds, and appropriate coding.
• Receiving and securing deposits, maintaining a sign-in log, reconciling site reports, ticket logs, and fundraising reconciliations.
• Auditing late deposits, pre-EOP voids, adjusted receipts, zero-dollar receipts, and multi-date EOP reports.
• Entering disbursements, running checks, and preparing monthly reconciliation reports.
• Processing NSF or returned checks, contacting check writers for resolution, and filing for payment follow-up.
• Processing cash box requests and maintaining year-end reconciliation records.
• Assisting staff with new vendor registration requests.
• Reviewing requisitions for proper coding, procurement compliance, approvals, and funding.
• Verifying and approving staff reimbursements for travel and miscellaneous supplies.
• Processing and reconciling team travel expenses.
• Reviewing student field trip packets and setting up corresponding fees in the receipting system.
• Coordinating purchase orders for field trip expenses.
• Maintaining game official records and reconciling monthly to Ref Pay.
• Validating invoices, requisitions, purchase orders, and packing slips before processing payments.
• Entering invoice payments, verifying totals and taxes.
• Preparing vouchers, warrants, and supplemental reports.
• Distributing warrants to vendors via mail and electronic systems.
• Revising purchase orders and logging them for monthly approval.
• Acting as a liaison between departments, schools, and vendors to resolve billing issues.
• Provide annual Tax Credit reports on site receipts and expenditures.

In Touch

• Manages the InTouch Receipting system, including:
• Providing ongoing training to sites.
• Entering updates, setting up new accounts, field trip fees, and price changes.
• Updating the website for system changes.
• Exporting and importing InTouch Receipting files daily.
• Reviewing website receipts.
• Troubleshooting system issues with vendors and IT.
• Setting semester course fees in the InTouch Schedule Interface.
• Assisting with Falcon Prep & Stinger back-to-school events.
• Processes EFT payments and researches discrepancies in the Commerce bank account.
• Manages data, reports, and reconciliation of Capital Assets.

Accounts Payable Processing

• Review and…