Finance Administrative Support Specialist

Finance Administrative Support Specialist JobID: 622 Position Type: Secretarial/Clerical/Administrative Assistant Date Posted: 10/21/2026 Location: School Board Office Job Title : Financial Administrative Support Specialist (Grant funded) Salary Range : $47,667�$87,983 (commensurate with experience) Supervisor : Chief Financial Officer Job Classification : Non-Exempt Contract Length : 12-months (260 days) Job Summary The Financial Assistant performs a variety of grants, procurement, budget, finance, and administrative work in support of the Finance department. Work involves the utilization of established guidelines and procedures. This position is responsible for supporting and facilitating the workflow between departments and Finance, providing specialized assistance for the department through semi-independent tasks. Work is performed under general supervision. The role requires exceptional customer service skills and provides support for State and Federal Programs . The role is responsible for overseeing office financial management, ensuring compliance with grant and budgetary requirements, ensuring alignment to program activities and supporting program operations through administrative coordination. Essential Job Functions Reviews, evaluates, and approves purchase requisitions to verify that expenditures, chart-of-accounts budget coding, and scope of work strictly align with specific state, federal, and local grant guidelines (including Uniform Guidance and VPPA). Tracks grant program activities and expenditures to prevent overspending, unallowable costs, or missed grant closeout deadlines. Maintains meticulous, audit-ready compliance documentation and acts as a key technical liaison during state, federal, GASB, and internal audit reviews. Partners with grant managers, school leaders, and department staff to reconcile billing discrepancies, balance general ledger accounts, generate spend reports, and execute year-end financial closeouts. Collaborates with department staff to write and refine technical specifications, scopes of work/services, and formal solicitation packages (RFPs, IFBs, RFQs) for submission to Central Procurement. Researches vendor options, solicits competitive written quotes, determines quote responsiveness, and leverages existing cooperative contracts to streamline purchasing efficiency. Oversees pre- and post-award contract administration�including reference checks, collection of bid bonds and certificates of insurance, contract renewals, and sole-source or emergency procurement requests. Navigates automated financial management platforms (Keystone/Keynet and County systems) to input requisitions, generate purchase orders, track open commitments, and resolve delivery or invoice discrepancies. Serves as a designated Purchase Card (PCard) holder for authorized departmental purchases, maintaining strict adherence to delegated purchasing authority. Performs monthly PCard reconciliations, gathers supporting itemized receipts, resolves billing disputes, and serves as the primary department liaison to the County PCard Administrator. Promotes PCard program adoption to reduce field purchase orders while helping design user-friendly purchasing workflows and end-user training. Compiles, formats, and submits procurement-related agenda packets and resolutions using the district's electronic board management software. Assists leadership with annual budget preparation, budget transfers/adjustments, capital project expense tracking, and routine spend analysis reporting. Oversees department-level records retention schedules, maintaining organized electronic and physical filing systems for all financial transactions, contracts, and compliance decisions. Performs other specialized finance, grants, procurement, and administrative support duties as assigned by the CFO. Job Specifications (Knowledge, Skills, and Abilities Required) General knowledge of governmental procurement procedures and practices, preferably local govern…

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