Office Specialist - Academic Support Programs

Pay Grade: 4140 

Position Control: 3288

Department: After School Programs

Accountable To:  Administrator of After School Programs

FLSA Status:  Non-exempt

Creation/Revision Date:    November 24, 2020

Summary:  Under general direction, incumbent(s) develops and manages databases for District after school programs, grants, and entitlements, including handling and monitoring funding sources and amounts available, performing data entry, preparing reports and invoices, and ensuring compliance with applicable guidelines.  In addition, incumbent(s) assists with developing and maintaining manuals, communicates with constituents, and handles the purchasing for the Academic Support Programs Department. 

Essential Functions:

• Develops and manages databases for District after school programs, grants, and entitlements, including implementing all budget-related information into databases, monitoring compliance of budget and expenditure transactions, and ensuring databases are functioning accurately. 

• Manages grants and entitlements, to include monitoring funding sources and amounts available, monitoring expenses, posting revenues and general ledger transactions, preparing reports and invoices to partners in the agreements, ensuring compliance with applicable guidelines, and assisting coordinators with budget development. 

• Handles data entry for the Academic Support Programs Department, including entering all budget transactions, maintaining budget transfers, developing and maintaining budget modules, and preparing and monitoring journal entries.  Handles data collection and prepares financial reports and queries as required and analyzes data for accuracy.

• Communicates with District staff, parents, and other constituents in regards to after school programs and eligibility, timelines, budget, and procedures.  Answers telephone calls, responds to inquiries, and refers inquiries and/or calls to appropriate personnel.  Receives and greets visitors coming into the office and provides direction and general information. 

• Handles purchasing of supplies, materials, equipment, and furniture for  Academic Support Programs, to include monitoring inventory, researching costs, inputting purchase requisitions, tracking orders, verifying invoices, performing budget transfers, and approving payment of purchase orders.   Researches and collects supporting documentation to correct identified discrepancies. 

• Assists with developing manuals for the Academic Support Programs Department, to include identifying and providing information, forms, and directions in regards to the budget. 

• Performs other duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications.  Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate’s degree in Accounting, Business Administration, or related field;
• Two year of finance, accounting, budget, or related experience.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications for this job description are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Skills required, but not limited to, for this position include:

• Using computer related software programs;
• Understanding general accounting techniques;
• Operating Microsoft Excel including using formulas, pivot table, and interface functions;
• Using budgetary software programs;
• Knowing accounting and algebraic mathematic functions;
• Being a self-starter;
• Knowing Federal and state laws governing finance;
• Visualizing and applying various types of spreadsheet applications;
• Using various types of office equipment;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.  The employee frequently is required to talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Salary : $17 - $22