Financial Secretary

Colonial School District; New Castle (DE); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary and benefits

Supportive team environment

Professional development opportunities

Job summary

Colonial School District in Delaware seeks a Financial Secretary to provide accurate financial and administrative support to the District's Business Division.

You will manage purchase orders, invoices, and financial records, ensuring policies and state laws are followed and information is kept confidential. The role requires collaboration with staff, vendors, and district administrators to maintain financial integrity.

Qualifications

• 30+ postsecondary credits in accounting, finance, business administration, human resources or related field.
• Four years any combination of secretarial/clerical work experience in accounting, bookkeeping or statistical duties.
• Intermediate proficiency in Microsoft Office (Excel, Outlook, Word).
• Proficiency in the State of Delaware FSF system.

Responsibilities

• Maintain and administer the Department/Division purchase order system.
• Process and record vendor invoices in the accounting system and reconcile payments.
• Coordinate and monitor open purchase orders and prepare year-end reports for audits.
• Develop and maintain expenditure tracking systems for budget management.
• Coordinate District travel arrangements and ensure proper documentation.

Skills

FSF proficiency

MS Office proficiency

Mathematics proficiency

Interpersonal skills

Cultural awareness

Prioritization

Financial management

Job understanding

Reliability

Remote/Onsite flexibility

Background check

Education

30+ postsecondary credits in accounting/finance

4 years experience in accounting/clerical roles

Tools

QuickBooks

Job description

You belong in the Power of WE!

Excellent school leaders make excellent schools. That's why we are relentless about hiring top educators who can provide high-quality support and build authentic, positive relationships with staff and students.

Position

Financial Secretary

Location

Business Division

Start Date

Mid-January 2027

Reports to

Finance Specialist and Chief Operating and Financial Officer

Compensation

Refer to current salary scale on District website

Work Year

12 Months

Position Goal

The goal of the Financial Secretary is to provide accurate, efficient, and timely financial and administrative support to the District's Business Division, contributing to an educational environment that supports the District's Mission and Vision and promotes the effective use and stewardship of District resources. The Financial Secretary will review, process, and maintain financial documentation, including check requests, purchase orders, invoices, payment requests, and other related financial records, ensuring that documentation is complete, accurate, and consistent with District policies, procedures, contractual requirements, and applicable State of Delaware laws, regulations, and guidelines. The Financial Secretary will support the development, implementation, and maintenance of effective financial processes, workflows, and office procedures that promote accuracy, accountability, efficiency, and compliance. The position will conduct financial research and analysis as needed, assist with reconciliation and recordkeeping activities, respond to financial inquiries, and provide information and support to District administrators, staff, vendors, and other stakeholders. The Financial Secretary will maintain confidentiality of financial and personnel information, demonstrate attention to detail, and collaborate with members of the Business Division and other District departments to ensure financial transactions and processes are completed accurately and in a timely manner.

Minimum Requirements

• Proficiency in the State of Delaware's First State Financial System (FSF).
• 30+ postsecondary education credits in accounting, finance, business administration, human resources or related field or four years any combination of secretarial/clerical work experience in accounting, bookkeeping or statistical duties.
• Intermediate proficiency in technology software including Microsoft Office Applications in Excel, Outlook, and Word.
• Proficiency in arithmetic, algebra, geometry, statistics, and their applications.
• Experience using Quickbooks is preferred but not required.
• Ability to establish and maintain effective working relationships with staff, administration and the vendors.
• Demonstrates sensitivity to issues impacting various cultural, ethnic, and socioeconomic groups.
• Demonstrates an ability to manage competing priorities without sacrificing quality and/or accuracy.
• Shows evidence of knowledge regarding practices known to be effective in financial management and reporting.
• Demonstrates understanding and ability to perform job-related tasks.
• Regular attendance is an essential function of the position.
• Must be able to work remotely or in-person depending on the needs of the position.
• Acceptable Criminal Background Report and no entries on Child Abuse Registry.

Essential Duties And Responsibilities

• Maintain and administer the Department/Division purchase order system in accordance with established District procedures, ensuring purchase orders are accurately coded, properly budgeted, approved, and processed in a timely manner.
• Process and record vendor invoices in the District's accounting system, including reviewing invoices for accuracy, resolving vendor discrepancies, processing credit card invoices, preparing checks for payment, and reconciling checks to supporting documentation.
• Coordinate and monitor open purchase orders by reviewing coding and budget availability, communicating orders to suppliers, maintaining accurate records, and preparing year-end reports and documentation for audit purposes.
• Prepare and record year-end accounts payable and cost batches and assist with quarterly and annual financial reconciliations, including information necessary for the Treasurer's Report and other required financial reporting.
• Develop and maintain expenditure tracking systems and financial spreadsheets to monitor departmental and District expenditures, support budget management, and provide accurate information for financial reporting and decision-making.
• Coordinate District travel arrangements approved through the Data Service Center, ensuring appropriate documentation, approvals, and arrangements are completed in accordance with District procedures.
• Monitor and verify expenditures against established budgets by serving as an internal accounting resource for the District, reviewing transactions for accuracy and compliance, and providing appropriate financial approvals.
• Organize, record, and reconcile District deposits by maintaining accurate deposit documentation, recording transactions in the accounting system, and maintaining spreadsheets and other tracking systems to support financial accountability.
• Coordinate and maintain internal and student activity accounts by recording school-level deposits, preparing and distributing supporting documentation, preparing checks for signature, completing monthly bank reconciliations, and verifying month-end balances with schools, clubs, and other account holders.
• Prepare and maintain accurate financial records and documentation to support internal controls, audits, reconciliations, budget monitoring, and compliance with District financial procedures and applicable regulations.
• Respond to financial and account-related inquiries from staff, vendors, schools, and parents/guardians by providing accurate information, resolving issues when appropriate, and communicating matters requiring additional review to the supervisor.
• Maintain confidentiality and safeguard financial and personnel information in accordance with District policies, established procedures, and applicable laws and regulations.
• Perform other duties and responsibilities as assigned by the Finance Specialist or Chief Operating and Financial Officer.

Physical Demand

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle, or feel, reach with hands and arms, talk or hear, and taste or smell. This job requires repetitive stopping, twisting and bending. The employee frequently is required to stand, walk and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Pre Employment Requirements

• Criminal Background Check - must be less than 1 year old
• TB Test Results - must be less than 1 year old
• Copy of Social Security Card - required by the State of Delaware
• I-9 Form with appropriate forms of identification
• Child Protective Registry
• These items must be completed prior to your start date, they should be completed immediately.

Why Apply In Colonial

• The opportunity to teach with a very knowledgeable, high-achieving and fun school team.
• An innovative and diverse work atmosphere.
• The ability to grow and learn in a considerate, and open-minded culture with supportive school colleagues.
• Access to new and exciting technologies to use in your classroom daily.
• A competitive salary with generous benefit packages.
• The opportunity to make an impact on the lives of students and families daily in Delaware.

The Colonial School District is an equal opportunity employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law.