Finance Department Assistant/Procurement Specialist

POSITION SUMMARY:  Finance department assistant/procurement specialist

WORK CALENDAR:      12-month, 260-day position

SALARY:                          $80,000/year (commensurate with experience)

REQUIREMENTS:        

• Associate's or Bachelor's degree in Finance, Accounting, Business      Administration, or related field preferred

• Experience in procurement, accounting, or financial administrative support preferred

• Strong attention to detail and accuracy in data handling

• Ability to manage multiple deadlines and prioritize tasks effectively

• Strong communication and organizational skills

• Proficiency in Microsoft Office Suite and financial or ERP systems preferred

• Ability to maintain confidentiality and handle sensitive financial information 

SUMMARY:             

The Finance Department Assistant / Procurement Specialist provides comprehensive administrative and operational support to the Finance Department with primary responsibility for procurement processing, vendor coordination, purchasing compliance, and financial administrative support. This position also supports collective bargaining processes by assisting with all negotiated tentative agreement tracking and documentation, assists with per diem timesheet processing for non-full-time employees, and supports internal financial controls including credit card reconciliation and auditing support. The role ensures accuracy, compliance, and efficiency in all financial and procurement-related operations, maintenance and processing of confidential personnel and business information, and acts as a liaison between the school community and school district officials, including the Board of Education, Superintendent and Administrative staff.

ESSENTIAL DUTIES AND RESPONSIBIITIES:

Procurement & Purchasing Support

• Process and manage purchase requisitions, purchase orders, and vendor documentation
• Assist with procurement procedures in compliance with district policies and applicable regulations
• Communicate with vendors regarding orders, invoices, and procurement status
• Support vendor setup, maintenance, and documentation verification
• Track procurement timelines and ensure timely processing of purchases
• Assist with bid documentation preparation and procurement file organization

Per Diem & Timesheet Processing

• Collect, review, and process per diem timesheets for non-full-time employees
• Verify accuracy of submitted hours, rates, and approvals
• Coordinate corrections and follow-up with supervisors as needed
• Maintain per diem payment tracking logs and submission records
• Ensure timely submission to payroll in accordance with district deadlines

Collective Bargaining & Agreement Support

• Assist leadership with documentation and tracking of all tentative agreements during negotiations

• Maintain confidentiality of restricted information

• Maintain organized records of negotiation drafts, revisions, and final agreements
• Support distribution and documentation of bargaining-related materials
• Provide administrative assistance to ensure accurate version control and recordkeeping
• Coordinate communication and document flow during negotiation processes

Credit Card Reconciliation & Financial Controls

• Review and audit district credit card transactions for accuracy and compliance
• Match receipts, statements, and supporting documentation for all submissions
• Track missing or incomplete credit card documentation and follow up as needed
• Assist with monthly reconciliation processes and reporting
• Ensure adherence to district purchasing and credit card usage policies
• Support internal controls and financial audit preparation as needed

Administrative Finance Support

• Provide general administrative support to Finance Department staff and leadership
• Prepare, organize, and maintain financial records and documentation
• Assist with data entry into financial systems and spreadsheets
• Support meeting preparation, scheduling, and document distribution
• Maintain organized digital and physical filing systems
• Preparation of board packets for the finance committee meetings, including preparation of board memos, artifacts, and management/upload of all items in the board document platform. Attendance at the meetings is required.

Compliance & Reporting Support

• Ensure procurement and financial processes align with district, state, and federal requirements
• Assist in preparing documentation for audits and compliance reviews
• Track and maintain accurate financial records for reporting purposes
• Support continuous improvement of financial workflows and procedures
• Performs other duties as assigned in support of Finance Department operations and district needs 

BENEFITS:                

Eligible for the District's comprehensive benefits package, including health, dental, vision, life insurance, and retirement benefits as applicable.

SUPERVISOR:         Toriano Horton, CSBO/Assistant Superintendent for Finance