Finance Administrative Support Specialist

Petersburg City School Board Office; Petersburg (VA); On-site; USD 48,000 - 88,000; Full time

Job summary

Petersburg City Public Schools is seeking a Financial Administrative Support Specialist (Grant funded) to support the Finance department with grants, procurement, budget, and administrative tasks. This role interfaces with state and federal programs and requires strong customer service and compliance with VPPA and Uniform Guidance.

Under general supervision, the position ensures alignment of expenditures with grant requirements, maintains audit-ready records, and supports year-end closeouts and

Qualifications

• Education: High School Diploma required; Associate degree or related field preferred.
• Experience: 1 year in office setting; 2–3 years in purchasing, grants or finance in government/education preferred.
• Knowledge: Government procurement practices (VPPA, Uniform Guidance); basic accounting and budgeting.
• Skills: Clear communication, confidentiality, analytical thinking, and teamwork.

Responsibilities

• Review and approve purchase requisitions to ensure expenditures align with grant guidelines.
• Track grant program activities and expenditures; prevent overspending and unallowable costs.
• Maintain audit-ready documentation; support state/federal/GASB audits.
• Coordinate with grant managers, school leaders, and procurement for RFPs, RFQs, and solicitations.
• Assist with annual budget preparation, transfers, and spend analysis.
• Oversee records retention and filing for financial transactions and contracts.

Skills

Customer service

Procurement procedures

Grants management

Budgeting

Communication skills

Attention to detail

Analytical thinking

Education

High School Diploma

Associate degree preferred

Tools

SFO Accounting Software

Keystone/Keynet

Job description

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Frontline Applicant Tracking - Petersburg City Public Schools

Finance Administrative Support Specialist JobID: 622

• Date Posted: 10/21/2026
• Location: School Board Office

Job Title: Financial Administrative Support Specialist (Grant funded)
Salary Range: $47,667$87,983 (commensurate with experience)
Supervisor: Chief Financial Officer
Job Classification: Non-Exempt
Contract Length: 12-months (260 days)

Job Summary
The Financial Assistant performs a variety of grants, procurement, budget, finance, and administrative work in support of the Finance department. Work involves the utilization of established guidelines and procedures. This position is responsible for supporting and facilitating the workflow between departments and Finance, providing specialized assistance for the department through semi-independent tasks. Work is performed under general supervision. The role requires exceptional customer service skills and provides support for State and Federal Programs . The role is responsible for overseeing office financial management, ensuring
compliance with grant and budgetary requirements, ensuring alignment to program activities and supporting program operations through administrative coordination.

Essential Job Functions

Reviews, evaluates, and approves purchase requisitions to verify that expenditures, chart-of-accounts budget coding, and scope of work strictly align with specific state, federal, and local grant guidelines (including Uniform Guidance and VPPA).
Tracks grant program activities and expenditures to prevent overspending, unallowable costs, or missed grant closeout deadlines.
Maintains meticulous, audit-ready compliance documentation and acts as a key technical liaison during state, federal, GASB, and internal audit reviews.
Partners with grant managers, school leaders, and department staff to reconcile billing discrepancies, balance general ledger accounts, generate spend reports, and execute year-end financial closeouts.
Collaborates with department staff to write and refine technical specifications, scopes of work/services, and formal solicitation packages (RFPs, IFBs, RFQs) for submission to Central Procurement.
Researches vendor options, solicits competitive written quotes, determines quote responsiveness, and leverages existing cooperative contracts to streamline purchasing efficiency.
Oversees pre- and post-award contract administrationincluding reference checks, collection of bid bonds and certificates of insurance, contract renewals, and sole-source or emergency procurement requests.
Navigates automated financial management platforms (Keystone/Keynet and County systems) to input requisitions, generate purchase orders, track open commitments, and resolve delivery or invoice discrepancies.
Serves as a designated Purchase Card (PCard) holder for authorized departmental purchases, maintaining strict adherence to delegated purchasing authority.
Performs monthly PCard reconciliations, gathers supporting itemized receipts, resolves billing disputes, and serves as the primary department liaison to the County PCard Administrator.
Promotes PCard program adoption to reduce field purchase orders while helping design user-friendly purchasing workflows and end-user training.
Compiles, formats, and submits procurement-related agenda packets and resolutions using the district's electronic board management software.
Assists leadership with annual budget preparation, budget transfers/adjustments, capital project expense tracking, and routine spend analysis reporting.
Oversees department-level records retention schedules, maintaining organized electronic and physical filing systems for all financial transactions, contracts, and compliance decisions.
Performs other specialized finance, grants, procurement, and administrative support duties as assigned by the CFO.

Job Specifications (Knowledge, Skills, and Abilities Required)
General knowledge of governmental procurement procedures and practices, preferably local government or state, the Virginia Public Procurement Act (VPPA), government contracts, documents, and Federal and State grants
General knowledge of accounting, finance, business law, contract law, government organization, negotiation techniques, contract management, and vendor relations
Ability to operate standard office and computer equipment including ability to learn and use specialized software programs, automated procurement, processing and grants systems
Ability to create, read and interpret various financial reports accurately
Ability to communicate clearly and effectively, both orally and in writing
Ability to develop and maintain effective working relationships with internal and external customers and maintain confidentiality
Ability to research, collect and analyze information, and make decisions
Ability to perform and organize work with minimal supervision.

Minimum Qualifications
Education: High School Diploma Required. Associate's degree or any combination of education and experience equivalent to high school or GED, college coursework in business, supply management, procurement, finance or related field
Experience: At least one year of successful experience working in an office environment required. Two to three years of professional experience in purchasing, grants and/or finance in local/federal government or education preferred. Knowledge of School Funds Online (SFO) Accounting Software preferred.
Certification/Licensure: A Valid Virginia driver's license. Virginia Contracting Associate Certification (VCA) is preferred.

Working Conditions and Physical Demands
Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal classroom levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly in
normal classrooms, outdoors and on the telephone; physical agility to lift up to 25 pounds; to bend, stoop, climb stairs, and reach overhead. The work 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. Duties are normally performed in an office environment. Duties may be occasionally performed away from school. The noise level in the work environment is usually moderate.

Postings current as of 10/23/2026 4:33:21 PM CST.

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