Financial and Grants Secretary

Illinois Education Job Bank; Aurora (IL); On-site; USD 29,000 - 32,000; Full time

Job summary

Illinois Education Job Bank is seeking a detail-oriented finance specialist for a 1.0 FTE, 12-month position to assist with processing purchase orders, disbursements, and deposits for revenue generating and grant accounts, and to perform routine bookkeeping tasks.

Responsibilities include processing POs, reconciling month-end accounts, managing the district’s online payment system, and supporting staff and parents with financial software and fee collections.

Responsibilities

• Perform routine bookkeeping tasks and maintain budget records.
• Process purchase orders and payment authorizations.
• Support PO processes, vendor setup, and approvals.
• Reconcile accounts monthly and prepare reports.
• Manage the district's online payment system and assist staff.
• Provide staff training and support on financial software.
• Oversee student fee collection and refund payments.
• Assist accounts payable with invoices and vendor input.

Job description

Description: Perform duties to assist with the processing of purchase orders, disbursements, and deposits for all revenue generating and grant accounts. This is a 1.0 FTE, 12 month position.

Job Summary

• Perform routine bookkeeping tasks and maintain assigned budget records. Prepare and process purchase orders and payment authorizations.
• Support the PO process for various accounts, which includes assigning a PO number and accounting code, obtaining necessary approvals, and submitting the order to the vendor.
• Support the product receipt and reconciliation process for various accounts, which include verification of product and PO, inventory of items and/or repackage for distribution, submit invoice for payment. This may include lifting, moving and delivery of materials within and outside the CEC.
• Reconcile various account finances monthly (activities, projects, grants and workshops) and provide a report to the appropriate administrator.
• Use various databases to track and monitor account transactions and prepare reports as needed.
• Manage and maintain district's online payment system including, but not limited to product creation, maintenance, and resolution of staff and parent inquiries.
• Provide end user support and/or training to staff and/or parents on the operational use of the online payment system.
• Oversee the fee waiver process, the annual collection of student fees, and the refunding of payments through the online payment system.
• Work with the district collection agency for student fee collection.
• Assist accounts payable with processing partially imported Amazon invoices for payment in district's ERP system
• Assist accounts payable with input of new vendors in the district's ERP system
• Compile, maintain, and file all reports, records, and other documents as required.
• Prepare correspondence, forms, reports, manuals, and presentations for others as needed.
• Answer and respond to incoming calls and electronic communication.
• Demonstrate proficiency using the technology and computer-based programs provided by the District to effectively manage and organize files, communication, records and databases.
• Provide general business office support.

Perform other duties as assigned.

Salary/Benefits

Rate of pay: $21.25-$23.30/hour
Benefits: Benefits as described in IPCA contract can be fo und here: IPCA Agreement 2026-2030 .