Administrative Assistant I- Financial

 POSITION: Administrative Assistant I- Financial

LOCATION:  Phillis Wheatley Elementary School

REPORTS TO:  Building Principal

START DATE: August 3, 2026

CLOSING DATE: Open Until Filled

JOB SUMMARY:

The Administrative Assistant I (Financial) provides comprehensive financial and administrative support to ensure the efficient operation of the school's business office. This position is responsible for managing the school's financial transactions, maintaining accurate accounting records, processing payroll and purchasing documents, monitoring budgets, and supporting student activity accounts in accordance with district policies and state regulations. The Financial Secretary serves as a key resource for staff, students, families, and vendors while maintaining the highest standards of professionalism, confidentiality, and customer service. 

QUALIFICATION REQUIREMENTS:

• High school diploma or GED required; associate degree or coursework in accounting, finance, business administration, or a related field preferred.
• Minimum of three (3) years of progressively responsible bookkeeping, accounting, or financial office experience preferred.
• Experience working in a school district or public sector environment is preferred.
• Knowledge of generally accepted bookkeeping and accounting principles.
• Demonstrated proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience using financial management software is preferred.
• Strong mathematical, analytical, and organizational skills with exceptional attention to detail.
• Ability to prioritize multiple responsibilities, meet deadlines, and work independently with minimal supervision.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to adapt to changing priorities while maintaining accuracy in a fast-paced school environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

• Manage the day-to-day financial operations of the school in accordance with district policies, procedures, and applicable state regulations.
• Process purchase requisitions, purchase orders, invoices, reimbursements, deposits, and accounts payable documentation.
• Collect, receipt, reconcile, and deposit funds received from student fees, fundraisers, field trips, and other school activities.
• Maintain accurate financial records and reconcile school accounts on a regular basis.
• Assist the principal with monitoring school budgets, expenditures, and account balances.
• Prepare financial reports, spreadsheets, and supporting documentation as requested.
• Maintain records for student activity accounts and ensure proper accounting practices are followed.
• Coordinate ordering and inventory of office supplies, instructional materials, and equipment.
• Maintain confidential financial, personnel, and student records.
• Communicate effectively with district finance staff, vendors, employees, students, parents, and community members regarding financial matters.
• Answer telephones, greet visitors, and provide exceptional customer service to all stakeholders.
• Assist with school events, fundraising activities, and special projects requiring financial oversight.
• Ensure compliance with district auditing procedures and assist during financial audits.
• Utilize district financial software and Microsoft Office applications to maintain records and generate reports.
• Perform general administrative and clerical duties, including filing, correspondence, scheduling, and record management.
• Other duties as assigned

Employment is contingent upon successful completion of all required background checks and clearances.

The salary scale for this position is attached to this posting.

Benefit information is available here: https://dhr.delaware.gov/benefits/education/index.shtml<