Coordinator of Administrative Services

Location: Business Office Reports To: Business and Finance Manager Position Summary: The Coordinator of Administrative Services provides comprehensive administrative and financial support to the Business and Finance Manager and the Business Office. This position assists in maintaining accurate financial records, processing accounts payable, preparing monthly financial reports, monitoring operating budget accounts, and supporting the efficient day-to-day operations of the district’s financial services. Essential Duties and Responsibilities: - Provide administrative support to the Business and Finance Manager and other Business Office personnel. - Maintain financial management software, databases, electronic records, and supporting documentation. - Process accounts payable transactions, including reviewing invoices, verifying approvals, matching invoices with purchase orders, and preparing payment warrants. - Maintain accurate vendor records, including tax documentation, payment information, and annual Form 1099 reporting. - Respond to inquiries from vendors, administrators, and staff regarding invoices, purchase orders, payments, and account balances. - Assist with the preparation and distribution of monthly financial reports. - Review financial reports for accuracy and identify discrepancies requiring correction or further investigation. - Monitor operating budget accounts, expenditures, encumbrances, transfers, and available balances. - Assist district administrators and department heads with questions concerning operating budget accounts. - Support the preparation, implementation, and ongoing maintenance of the district’s annual operating budget. - Prepare budget transfers, journal entries, account adjustments, and other financial documentation as directed. - Maintain organized and complete records for audits, public reporting, grant requirements, and year-end financial closeout. - Assist with purchasing procedures, purchase orders, vendor coordination, and compliance with district procurement policies. - Organize Business Office correspondence, reports, meeting materials, contracts, and financial records. - Maintain confidentiality regarding financial, personnel, student, and vendor information. - Provide backup support for other Business Office functions as assigned. - Perform other related duties as directed by the Business and Finance Manager.