Anticipated - Finance Assistant

Finance Assistant

Reports To: Executive Director

Department: SAU Business Office

Position Summary:

The Finance Assistant provides financial support to the SAU Business Office. This position assists with daily accounting functions, accounts payable and receivable, payroll support, budget tracking, financial reporting, and maintaining accurate financial records. The Finance Assistant works closely with the Executive Director, HR/Payroll Manager, and Accounts Payable Manager to support the efficient operation of district financial services and ensure compliance with applicable state and federal regulations.

ANTICIPATED Job Responsibilities:

1. Finances and Accounting

• Review invoices and supporting documentation for accuracy and proper account coding.
• Assist with processing requisitions and purchase orders in accordance with established approval procedures.
• Maintain organized and accurate financial records, including invoices, purchase orders, receipts, and payment documentation.
• Assist with monthly financial reports, expenditure summaries, and other financial information as requested.
• Monitor budget expenditures and assist with identifying discrepancies or unusual transactions.
• Assist with preparing journal entries, account adjustments, and other routine accounting transactions.
• Provide support with year-end accounting procedures and required financial reporting.
• Assist with maintaining vendor records, contact information, and payment documentation.

2. Budget and Grant Support

• Assist with the preparation and maintenance of the annual operating budget.
• Track expenditures and balances for assigned budget accounts.
• Assist with maintaining accurate financial records for state and federal grants, including Title I and IDEA.
• Help monitor grant expenditures to ensure expenses are charged to the appropriate accounts.
• Assist with grant reconciliations, reimbursement requests, receivables, and required financial reports.
• Work with the Executive Director and Deputy Executive Director to gather financial information and resolve account discrepancies.
• Assist with maintaining supporting documentation for grant funding and other restricted accounts.

3. Reconciliation, Audits, and Compliance

• Assist with monthly account reconciliations and review financial records for accuracy.
• Help prepare documentation and schedules requested for the annual external audit.
• Maintain organized records to support audits, financial reviews, and compliance requirements.
• Assist with gathering information related to purchasing, procurement, vendor contracts, and bidding procedures.
• Help maintain vendor contract records, insurance documentation, and renewal dates.
• Follow established financial procedures and assist in ensuring compliance with applicable district policies and state and federal requirements.
• Assist with maintaining accurate records for the National School Lunch Program (NSLP) and other assigned programs.

4. Payroll, Benefits, and Administrative Support

• Provide administrative support to the HR/Payroll Director with payroll-related documentation and financial records as needed.
• Assist with tracking benefit-related invoices, employee deductions, and other assigned benefit expenses.
• Help gather financial information for collective bargaining cost analyses and employee benefit reviews.
• Assist with preparing financial summaries and supporting documentation for meetings and negotiations.
• Communicate with district staff and vendors regarding routine financial questions, invoices, purchase orders, and payment status.
• Provide general administrative support to the Executive Director and Business Office staff as needed.

Qualifications and Skills:

Education

• Associate degree in accounting, finance, business administration, or a related field preferred.
• Equivalent education, training, and relevant experience in accounting or bookkeeping may be considered.

Experience

• Two to three years of experience in bookkeeping, accounting, accounts payable/receivable, or financial administration preferred.
• Experience in a school district, governmental accounting environment, or public-sector business office is desirable.

Software and Technical Skills

• Proficiency in Microsoft Excel, Word, and Outlook.
• Experience with financial management or accounting software preferred.
• Familiarity with school district systems such as IVEE-ERP Pro, Frontline, and NHDOE GMS is beneficial.
• Ability to maintain accurate electronic records and prepare basic financial reports. Attributes
• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality when handling financial and employee information.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments, prioritize deadlines, and work independently.
• Commitment to accuracy, integrity, teamwork, and customer service.

Physical Requirements and Work Environment

• Work is performed primarily in a standard office environment with frequent computer use.
• Periodic travel between school buildings or districts within the SAU may be required.

Miscellaneous Responsibilities

• Perform other related duties as assigned to support the effective operation of the SAU Business Office.
• Responsibilities may be adjusted as business office needs evolve and duties are distributed among support staff.