Administrative Technician - Accounting/Front Desk (Charlottesville Middle School) 2026-2027 School Year

Job Title: Administrative Technician - Accounting/Front Desk

Location: Charlottesville Middle School

Reports to: Principal

FLSA Status: Non-Exempt

Summary:

This Administrative Technician-Accounting/Front Desk is responsible for providing a variety of financial activities, including processing, recording, updating, and reconciling fiscal information; providing instruction and/or accounting support to other personnel; processing receivables and division cash deposits; and providing a wide variety of highly responsible, confidential, and complex administrative and clerical duties for assigned administrator.  Additionally, the Administrative Technician-Accounting/Front Desk is responsible for creating a positive environment within the main office for guests to the location by promptly and courteously greeting visitors and employees, and providing assistance as needed. 

Essential Functions:

• Assist auditors to provide required information and coordinate necessary project activities
• Coordinate a variety of programs and/or activities (e.g. communications, appointments, meetings, conferences, workshops, travel and accommodations, work activities, etc.) to ensure availability of facilities and/or equipment and deliver services in conformance with established guidelines
• Maintain a wide variety of fiscal information, files, and records (e.g. accounts receivable, accounts payable, invoices, contracts, etc.) to provide an up-to-date reference and audit trail
• Monitor receivables/payables and related financial activity to ensure that payments are timely and fiscal practices are followed
• Participate in meetings, workshops and seminars as assigned to convey and/or gather information required to perform functions
• Perform record keeping and clerical functions (e.g. scheduling, copying, presentation materials, filing, compiling lists, etc.) to support assigned administrator and/or department
• Prepare a variety of written materials (e.g. report, forms, transmittals, 1099s, vendor lists, etc.) to document activities, provide written reference, convey information and/or comply with financial, legal and administrative requirements
• Process a variety of fiscal information (e.g., revenue, void/replace checks, bad checks, invoices, donations, etc.) to update information and/or authorize final action in compliance with accounting requirements
• Reconcile account balances (e.g., student activities bank, travel, vouchers, purchase orders, etc.) to maintain accurate balances and comply with account practices
• Research discrepancies of financial information and/or documentation (e.g., billing information, invoices, travel vouchers, etc.) to ensure accuracy, adherence to procedures prior to further processing and/or payment
• Respond to written and verbal inquiries to provide requested information and/or refer to appropriate resources
• Support assigned administrative personnel to provide assistance with administrative functions
• Train personnel on program-specific topics to provide information regarding program activities and/or requirements
• Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit.
• Secondary to the Receptionist, answer the main office telephone and respond appropriately to requests for information
• Secondary to the Receptionist, admit students and visitors into the main office
• Report immediately to an administrator and/or law enforcement officials the presence in the building of any visitor who bypasses the reception desk or any suspicious activity or unusual behavior of visitors

Skills, Knowledge, and Abilities:

Operation of standard office equipment including using pertinent software applications; application of pertinent laws, codes and regulations, performance of accounting procedures; preparation and maintenance of accurate records; knowledge required to perform algebra and/or geometry,  read a variety of manuals, write documents following prescribed formats and/or present information to others; analysis of situations to define issues and draw conclusions; accounting principles; ability to schedule activities, meetings and/or events; ability to gather and/or classify data; flexibility to work with a diversity of individuals and/or groups in a wide variety of circumstances; ability to problem solve with data, individually or in teams,  and create action plans; ability to maintain confidentiality, meet deadlines and schedules, and set priorities.

Education and/or Experience:

A high school diploma or equivalent is required.  Coursework and experience in accounting are desired. 

Physical Conditions and Nature of Work:

The usual and customary methods of performing the job’s functions require the following physical demands:  some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity.  Generally, the job requires 80% sitting, 10% walking, and 10% standing.  The job is performed in a generally clean and healthy environment.

Evaluation:

The Administrative Technician-Accounting/Front Desk is evaluated by the Principal.

Contract Length:  

12 months/260 days