The South Portland School Department is looking for a Front Desk Administrative & Financial Assistant to join the team in the District Office. This position welcomes staff, employees, and community members at the school department's central office; performs office organization duties and general administrative support; performs Accounts Payable function. This is a year round position, 8 hours per day.
Administrative responsibilities
- Serves as the receptionist and representative of the school department, making and receiving telephone calls, takes messages, routes calls and greets visitors.
- Processes incoming, outgoing mail and internal mail.
- Checks with central office staff for needed office and kitchen supplies and orders
- Checks upon arrival in the morning and replenishes: paper level in the copy machines, printer and fax; kitchen break room coffee, creamer; performs light kitchen cleanup; organizes supplies; review answering machine messages and routes accordingly.
- Schedules and maintains a spreadsheet on evacuation and fire drills for the central office.
- Responsible for maintenance calls for office spaces and equipment.
- Coordinate the work permit process with the High School.
- Print badges and adjust access as needed.
Financial responsibilities
- Convert requisitions to purchase orders; maintain all purchase orders for the South Portland Schools; close out purchase orders appropriately during the fiscal year; maintain vendor documentation.
- Performs batching function for all invoices for payment in coordination with City of South Portland staff; verifies the accuracy of payment vouchers submitted by the schools and other departments; upload and maintain all payment documentation.
- Liaises with the City of South Portland, Schools, staff, and vendors to identify and resolve billing and payment problems and where applicable, prepares correspondence for canceled check requests, follow-up for missing invoices, billing discrepancies and credits requested.
- Coordinate with the Payroll Specialist to process employee reimbursements.
- Perform reviews as requested, both monthly/periodic and year-end activities including purchase order close-outs and managing transition to subsequent fiscal year.
- Prepare reports as requested for district needs; fulfill relevant data requests; perform periodic reviews with documentation as instructed.
- Coordinate with staff with technical support and problem solving; help resolve discrepancies where needed.
Skills And Abilities
- Ability to operate a work computer and related software.
- Ability to develop effective working relationships with students, staff and the school community.
- Ability to communicate clearly and concisely, both orally and in writing.
- Ability to perform duties with awareness of all district requirements and Board of Education policies.
EDUCATION And/or EXPERIENCE
- High school diploma or general education degree (GED).
- Prior experience in financial or administrative support roles, preferably in a school, university, or nonprofit setting.
- Experience creating purchase orders and working with accounting or financial management software preferred
Competitive benefits including health, dental, and paid sick and vacation leave.
Salary $25.00-$28.00 per hour commensurate with experience.
Criminal History Record Check is required.
