Finance Assistant

Education Service Center Region 13; Edinburg (TX); Hybrid; USD 45,000 - 56,000; Full time

Job summary

Education Service Center Region 13 in Texas seeks a Finance Assistant to provide administrative support to the Financial Services Department, manage budget processes, and handle receivables and payables.

The role also includes cafe cashier duties, event coordination support, and general clerical tasks; remote one day per week is allowed, and the position is full-time.

Qualifications

• High school diploma or GED required.
• Strong organizational, communication, and interpersonal skills.
• Customer service and hospitality skills.
• Ability to handle extreme multi-tasking with distractions.
• Collaborate with others in a team environment.
• Demonstrates time management and meets deadlines.
• Proficiency with computer applications including email and Office.

Responsibilities

• Maintain processes for contracting with vendors, tracking purchase orders and payments.
• Process payments and purchase orders, manage order signatures and delivery status.
• Reconcile department credit card statements and maintain supporting documentation.
• Support bank reconciliations and other financial activities.
• Prepare travel-related paperwork and reimbursements for the team.
• Plan meetings and trainings, coordinate room setup and food requests.
• Provide support to Executive Services with financial transactions and events.
• Cashier duties for the ESC Region 13 Café, handling cash and POS system.
• Greet onsite visitors and direct them appropriately.
• Keep cashier and café areas clean and organized.

Skills

Organizational skills

Interpersonal skills

Customer service

Time management

Multitasking

Communication skills

Team collaboration

Attention to deadlines

Office software

Education

High school diploma or GED

Bachelor's degree preferred

Tools

Office suite

Email and web apps

Job description

Location: Education Service Center Region 13

Job Title: Finance Assistant

Division/Department: Administrative Services

Reports To: Chief Financial Officer

Salary: This is a full-time twelve (12) month position at 232 days with a minimum annual salary of $50,489.

As a Finance Assistant, duties include offering administrative support to the Financial Services Department, primarily by handling multiple aspects of budget management including preparing and monitoring receivables and payables for the department. The Finance Assistant will also provide support in other administrative and clerical capacities as needed, including other budget and accounting activities.

This position may also provide support as the Cashier for the café, handling food orders, cash and operating the point-of-sale system. This position helps set a positive tone for the department and the café by welcoming and greeting guests.

Required Qualifications (Experience & Education/ Certificates)

• A high school diploma or GED required
• Strong organizational, communication, and interpersonal skills
• Strong customer service and hospitality skills
• Ability to handle extreme multi-tasking in the presence of multiple distractions
• Collaborate with others in team environment
• Displays time management and adheres to deadlines
• Computer application proficiencies including email, Office, web applications, etc.
• Ability to work with minimum supervision
• Ability to organize and prioritize workflow and projects
• Proven attendance track record
• Ability to effectively present information in one-on-one situations

Preferred Qualifications (Experience & Education/ Certificates)

• Bachelor's Degree in Education, Business Administration, or related field preferred
• Experience in public education desired but not required
• Experience with budgeting, purchasing transactions, accounting or financial transactions
• Three (3) years general receptionist/secretarial experience required
• Education and experience may be substituted for one another on a year-for-year basis, as appropriate

Major Job Responsibilities/Essential Functions

• Serve as a representative of ESC Region 13, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public

Financial Assistant Duties

• Maintain processes for contracting with various vendors, suppliers, and adjunct staff including contract preparation, encumbering funds through budget office procedures, tracking signature workflow, and maintaining accurate records of payments.
• Process payments and orders for the department, including preparing and entering purchase orders into the web-based accounting system, track the progress of order signatures, and monitoring order status to ensure accurate arrival and receipt of purchased goods.
• Reconcile department credit card, prepare credit card statements for signatures, and maintain accurate records of payments for services that are secured and paid for by credit card.
• Provide support for bank reconciliations and other financial processes, including reviewing transactions, researching discrepancies and maintaining supporting documentation.
• Prepare travel related paperwork for the department, including travel requests, travel and accommodation arrangements, payments, and reimbursements for the team.
• Plan and schedule meetings and trainings. Re-schedule and cancel rooms when necessary. Coordinate training room set-up and break down. Coordinate food requests for room reservations.
• Provide support to Executive Services as needed with financial transactions, hosting and coordination of meetings and events, guest services and other administrative support activities.
• Serve as a cashier of ESC Region 13 Café, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public.
• Serve onsite visitors by greeting, welcoming, and directing them appropriately.
• Handles food orders, cash and operating the point-of-sale system.
• Keep a safe and clean cashier and café area and ensure common areas are neat and ready for guests each day.

Additional Duties

• May occasionally receive, sort, and distribute daily mail / deliveries
• Perform other administrative duties such as filing, photocopying, preparing reports, mailing, etc.
• Perform other duties as assigned

Knowledge/Skills

• Strong organizational, communication, and interpersonal skills
• Strong customer service and hospitality skills
• Ability to handle extreme multi-tasking in the presence of multiple distractions
• Collaborate with others in team environment
• Displays time management and adheres to deadlines
• Computer application proficiencies including email, Office, web applications, etc.
• Ability to work with minimum supervision
• Ability to organize and prioritize workflow and projects
• Proven attendance track record
• Ability to effectively present information in one-on-one situations

Supervisory Responsibilities

• None

Budget Responsibilities

• This position will process payments and orders for the department, including preparing and entering purchase orders into the web-based accounting system, track the progress of order signatures, and monitoring order status to ensure accurate arrival and receipt of purchased goods.
• Reconcile department credit card(s), prepare credit card statements for signatures, and maintain accurate records of payments for services that are secured and paid for by credit card.
• This position will handle food orders, cash and operating the point-of-sale system.

Working Conditions (Physical/Mental Demands & Environmental Factors)

• Follow policies and procedures
• Lifting and carrying up to 15 pounds
• Visual acuity with printouts and computer monitors
• Repetitive hand motions
• Sitting for extended periods of time
• Constant interruptions
• This is an onsite, in person position with the ability to work remotely one day per week up to four days per month.

Equipment Used

• General office equipment, Windows computer and peripherals, audio/visual equipment, and other equipment as requirements change.
• Generous contribution to medical benefits

The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills that may be required.