Finance - Enrollment Secretary

Finance Secretary

The Finance Secretary is responsible for supporting the school's financial operations, including processing payments, maintaining accurate financial records, and assisting with budgetary tasks. This position plays a key role in managing financial transactions, supporting the school's administrative staff, and ensuring compliance with district financial policies. The Finance Secretary ensures timely and accurate processing of invoices, receipts, and requisitions, and collaborates with other school departments to maintain financial records.

Minimum Qualifications:

High School Diploma or GED required;
Associate's degree in accounting, finance, business administration, or a related field preferred. Previous experience in accounting, bookkeeping, or administrative roles involving finance preferred. Strong knowledge of basic accounting principles and financial software. Proficient in Microsoft Office Suite (Word, Excel, Outlook), especially Excel for managing financial data. Strong organizational skills and attention to detail. Ability to maintain confidentiality and work with sensitive financial data.

Excellent verbal and written communication skills. Arizona IVP Fingerprint Clearance Card.

Core

Job Functions:

• Financial Recordkeeping:
  Maintain accurate records of all financial transactions, including income, expenditures, and budgets. Process and record invoices, purchase orders, requisitions, and payments in accordance with district financial policies. Ensure the proper documentation and classification of financial records, including receipts, contracts, and financial statements. Reconcile financial records, monitor cash flow, and report discrepancies or errors to the Business Manager.
• Budget Support:
  Assist in the preparation and monitoring of school budgets, ensuring that expenses are within the allocated budget. Maintain a tracking system for expenditures, assisting with budget adjustments and revisions when necessary. Collaborate with department heads and administrators to track budgetary needs and expenses. Prepare and organize financial reports as needed for budget meetings, audits, or school leadership reviews.
• Accounts Payable and Receivable:
  Process accounts payable by preparing checks, requisitions, and vendor payments in a timely manner. Assist in managing student fees, lunch accounts, and other school-based financial activities. Monitor and maintain student financial records, ensuring that fees are paid and balances are tracked. Follow up on overdue payments or accounts and assist with collections efforts as needed.
• Cash Management:
  Assist with the receipt, recording, and depositing of funds, including cash, checks, and electronic payments. Ensure accurate and timely deposit of school funds and donations into the appropriate accounts. Maintain proper documentation of all financial transactions and deposits.
• Compliance and Auditing Support:
  Ensure that all financial activities comply with district policies and state regulations. Assist in preparing for internal and external audits by organizing financial records and supporting documentation. Monitor and enforce district financial controls and ensure adherence to proper financial procedures.
• Communication and Coordination:
  Act as a point of contact for financial inquiries from staff, parents, and vendors. Provide support to the Business Manager and other school staff on financial matters, including budget-related questions or requests for purchases. Work collaboratively with other administrative staff to ensure financial procedures are followed across the school.
• Office Support:
  Provide administrative support to the Business Manager and other school leadership staff as needed. Organize and maintain financial files and records in a secure and orderly manner. Manage and update financial spreadsheets, databases, and other tools used for budgeting and record-keeping.

Other Duties as Assigned:
Assist with special financial projects or initiatives as directed by the Business Manager or Principal. Participate in school meetings and events as needed to support school-wide financial goals. Perform additional duties related to school…