Administrative Assistant Finance and Procurement

Bargaining Unit : TOTEM

Work Year : 11 months

Work Day : 8.0 hours per day

FTE : Full time, 1.0 FTE

Salary : T-13, $21.43 to $22.39 per hour, DOE

Position Summary

The Finance and Procurement Administrative Assistant (FPAA) is responsible for the ordering and receiving of school equipment and supplies and tracking, reporting, and reconciliation of school accounts, to include receipting of payments for fees, fines, testing and other items as directed by the principal.

The FPAA is responsible for the reporting and reconciliation of deposits to the ASD Finance cashier, the inventory control of Fixed Assets and associated reporting, and supports the school principal in the review and preparation of the annual budget, and management of grants awarded to the school.

Job Requirements

The following are required :

• A high school diploma or equivalent.
• Three years of clerical experience. Equivalent education may be considered in lieu of related work experience.

The following are preferred :

• Course(s) in bookkeeping or accounting or like knowledge demonstrated in previous work experience.
• Proficiency in operating Macintosh or Windows computers with experience in a variety of applications, as well as proficiency in the operation of office machines and management of filing systems.
• Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Essential Job Functions

• Assists the principal in preparation, management, and accountability of school budgets, which includes purchase requisitions and P-card transactions.
• Compiles and records financial transactions and issues financial statements according to Anchorage School District Accounting practices, Anchorage School Board policy, and records retention schedules.
• Processes and submits deposit reconciliation reports on a weekly basis to the ASD Accounting Department.
• Orders, receives, inventories, and ensures delivery of materials purchased by the school, managing billing cycles and processing payments directly to vendors.
• Assists school employees in the understanding of district approved purchase guidelines.
• Manages and reports the Fixed Assets Inventory to the ASD Finance Department on an annual basis.
• Works under pressure, completing tasks with accuracy by required deadlines.
• Assists the principal in management of rental agreements for equipment funded by the school.
• Reads, interprets, and follows ASD business practices and policies.
• Establishes and maintains a professional relationship with staff, parents, students, administrators, and the public.
• Maintains confidentiality and inspires confidence and the cooperation of staff, parents, students, administrators, and the public.
• Provides support coverage to office staff which includes administrative assistants, attendance coverage, student services, and curriculum as needed.
• Provides support in the planning, preparation, setup, and take down of school events, which may include evening and weekend activities.
• Manages, reports, and balances the decentralized accounting system on behalf of school teams, activities, and departments.
• Assists school administration and coaches in program compliance for organized sports, which includes participation form completion, fee payment, and baseline concussion screening.
• Prepares and processes end of year reports, securing p-cards from staff for safekeeping following a preset work flow, ensuring no budget overages and that all purchases have been completed and received prior to the end of the school year.
• Meets with the Office of Management and Budget to ensure that all budgets are finalized ensuring the end of year process for the administrator is complete.
• Assists school staff with ASD transportation requests, to include review of bus request forms, verification of funding availability, and submission of the requests for approval.
• Manages travel accounts and assists staff with completing travel requests for district travel, providing a viable business process so they understand the ASD Travel Procedures and the required travel request paperwork for completion and approval of travel, and submission of receipts and paperwork following completion travel.

Physical / Mental Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position is very active and routinely requires standing, walking, bending, kneeling, stooping, crouching, lifting, pushing, pulling, and the use of carts and / or dollies.

The employee must frequently lift or move items up to 50 lbs., and infrequently lift or move items over 50 lbs.

The employee is required to physically accept, take inventory of, and move materials on a weekly basis as orders are received at the school.

This demands the ability to move materials and items to several locations multiple times in order to properly receive and re-distribute to teachers and staff.

Additionally, the employee must be able to communicate by oral and written means in an appropriate business manner and have cognitive skills to understand instructions, readily recall facts and details, handle conflict, and make effective decisions under pressure.

The employee must have the ability to effectively manage the stress of working with students, parents, and other employees representing diverse cultures, personalities, and work styles in a dynamic work environment.

The Anchorage School District is committed to providing reasonable accommodations, according to applicable state and federal laws, to all individuals with qualified physical or mental disabilities.

Work Environment

Work is performed in a professional environment with a wide variety of individuals having differing functions, personalities and abilities, including working with diverse groups of people in a variety of different settings.

While performing the duties of this job the employee may be regularly exposed to a video display. The employee may be exposed to outdoor weather conditions.

The noise level in the work environment is usually moderate.