Senior Administrative Coordinator

1 month ago

Wendell, North Carolina, United States Wake County Public Schools Full time

Position Overview:

ROLE SUMMARY:

The Senior Administrative Coordinator is responsible for executing advanced clerical and financial tasks, ensuring the meticulous examination, analysis, and verification of fiscal records within an educational institution. This role involves maintaining accurate bookkeeping controls for funds received or disbursed and preparing essential financial data for effective fiscal management. Additionally, the coordinator will oversee payroll processes and maintain comprehensive records, acting as a liaison for Human Resources (HR) with school personnel while managing front office operations.

ESSENTIAL QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

  • Extensive understanding of accounting and bookkeeping practices related to revenue and expenditures;
  • Thorough knowledge of operational procedures in a dynamic office environment;
  • Proficient in Microsoft Office Suite, particularly Word, Excel, and PowerPoint, as well as Google Workspace;
  • Exceptional organizational and record-keeping capabilities;
  • Ability to efficiently manage and maintain comprehensive records;
  • Competence in interpreting standard financial statements and accounting reports;
  • Skill in preparing detailed reports and professional correspondence;
  • Commitment to maintaining confidentiality in all matters;
  • Outstanding customer service abilities, adept at directing inquiries to the appropriate personnel;
  • Capacity to rapidly learn and apply relevant district policies and procedures, effectively communicating them to staff, parents, students, and the community;
  • Proficiency in exercising independent judgment and initiative in completing tasks, knowing when to escalate issues to supervisors;
  • Strong communication skills, both verbal and written, utilizing various techniques to ensure effective information flow and collaboration;
  • Ability to reason and problem-solve independently, completing assignments within expected timelines while adhering to established policies;
  • Capability to assist students with health and medication needs as required;
  • Ability to foster and maintain positive working relationships with diverse groups, including school staff, students, parents, external agencies, vendors, and the community.

EDUCATION, TRAINING, AND EXPERIENCE

  • High school diploma or equivalent;
  • Two years of experience in bookkeeping or accounting;
  • Two years of experience in advanced clerical roles.

CERTIFICATION AND LICENSE REQUIREMENTS

  • No specific certifications required.

PREFERRED QUALIFICATIONS:

  • Associate's degree in business or accounting from an accredited institution;
  • Experience in bookkeeping or accounting within an educational setting;
  • Bilingual proficiency in English and Spanish (both verbal and written);
  • Familiarity with Oracle business applications.

KEY RESPONSIBILITIES:

  1. Maintain a comprehensive and systematic record of all financial transactions in compliance with applicable regulations and policies, conducting monthly reviews and reconciliations of accounts and budget reports.
  2. Analyze and verify school budget reports to ensure compliance with local, state, and federal fiscal requirements.
  3. Draft complex financial correspondence for administrative signatures.
  4. Assist in the development of school budgets.
  5. Initiate and prepare budget transfers and amendments as necessary.
  6. Procure materials for the school using approved purchasing methods, managing purchase order requests and maintaining transaction records.
  7. Review and initiate school contracts, ensuring compliance with policies and procedures.
  8. Process payment requests, ensuring proper documentation and budget coding.
  9. Manage the school's purchasing card transactions, tracking expenditures and reconciling balances monthly.
  10. Oversee the school's checking account, including audits and ensuring proper handling of funds.
  11. Train backup personnel to ensure continuity of essential bookkeeping functions.
  12. Respond to inquiries from staff and parents regarding financial policies and procedures.
  13. Maintain payroll records, processing timesheets and leave requests, and serving as a liaison with Compensation Services.
  14. Act as HR liaison for school staff, managing job postings and onboarding processes.
  15. Monitor substitute teacher systems and report status to administration.
  16. Submit work orders as directed by school leadership.
  17. Assist with the master school calendar and facility scheduling.
  18. Administer medication to students as directed by medical professionals.
  19. Coordinate front office operations and perform additional related duties as assigned.

WORKING CONDITIONS:

PHYSICAL ENVIRONMENT:

Must be proficient in using various office equipment, including computers, scanners, and copiers. Effective communication skills are essential. The role may require lifting, carrying, or moving objects up to ten pounds. The physical demands align with those typical of sedentary work.

WORK ENVIRONMENT:

Must be able to work in an educational or office setting, interacting directly with school staff, students, parents, external agencies, vendors, and the community.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

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