Finance Secretary / Office Coordinator - Adult Education

REPORTS TO: Director of Adult Education

QUALIFICATIONS:

• Reception and telephone skills
• Typing, filing, computer skills as necessary for the position
• Minimum education – high school diploma, college degree preferred
• Experience facilitating the demands of a busy yet productive office
• 5 years bookkeeping experience with ADS Profund software
• Experience working in a school office setting 

JOB GOALS: To assure the smooth and efficient operation of Financial operation of Adult Education. 

STATEMENT:

The Finance Manager/Office Coordinator is the contact between the students, staff, public and the administrative team.  He/She must be adept at meeting people and extremely tactful in all dealings between students, staff, public.  He/She is a public relations agent for the school.  The Office Coordinator will often deal with confidential material and is in a situation where he/she is involved with, or has knowledge of information which is confidential in nature and as such he/she must be a person of complete integrity and must maintain confidentiality at all times.  Priorities for his/her work will be under the direction of the Director of Adult Education.

PERFORMANCE RESPONSIBILITIES:

• Assist in preparation of the school budget in relation to the needs of adult education.  
• Manage and maintain accurate records for each financial activity account, local, state and federal grants.
• Prepare purchase requisitions and keep a record of material received. Follow established protocol through receipt and payment of items.  
• Act as liaison between business office and Adult Education regarding bills and invoices and all other budget related matters.   
• Budget contact for all adult education staff.  Communicate with staff/account holders regularly and effectively regarding their budget and bills including Enrichment/Workforce Instructors.  
• Prepare and print accurate reports and budget updates for staff/account holders on a regular basis.  
• Work closely with Administrative Team and external account holders. 
• Maintain records and documents as required. 
• Problem solve and conflict resolution for students, staff, public in the absence of the Director of Adult Education. 
• Oversee general operations of office staff as needed.  Act as liaison between secretaries and Administrative Team to plan and execute projects and events.  Work as a team leader to meet the needs of the office as a whole. 

*Responsibilities to be reviewed and potentially adjusted yearly.

TERMS OF EMPLOYMENT: At-will/ yearly contract.

EVALUATION: Adult Education Director.