A Financial Operations Specialist specializes in foreseeing or carrying out financial transactions or other routine operations that are influenced by compliance needs. Requires some knowledge of accounting, billing, customer service and contracts. Helps businesses and their customers resolve financial billing and reconciliation issues.
Associate•Business & Finance Operations; Full Time 12-Month•
Westside District Office Department:
Business Reports To:
District Officer of Business/Finance
DESCRIPTION
The Associate•Business & Finance Operations provides high-level financial and operational support for the Business/Finance department. Combining broad administrative duties with complex accounting functions, this role manages district-wide accounts payable, reconciles departmental budgets across multiple accounts, and coordinates purchasing initiatives. Operating with independent judgment, the Associate acts as a functional leader, providing training and informal guidance to building-level staff on financial software and district procurement procedures. By analyzing financial data, resolving complex vendor inquiries, and preparing compliance reports for independent audits, this role ensures the operational efficiency and regulatory integrity of district funds.
ESSENTIAL FUNCTIONS
Process complex paper and electronic check payments, analyzing financial data and identifying trends to resolve discrepancies and ensure accurate vendor payments. Monitor and reconcile departmental budgets across multiple accounts, preparing comprehensive financial documentation for approvals. Manage reporting obligations and ensure public funding requirements are met, preparing financial and operational reports independently for internal and external audits. Coordinate district-wide purchasing, including standard furniture and equipment, collaborating frequently with multiple departments on procurement initiatives. Reconcile district credit card bills and oversee general district expense forms, enforcing compliance with institutional policies and correcting submission errors. Provide informal guidance and training to building-level staff and secretaries on bookkeeping best practices and standard financial workflows. Serve as the primary point of contact to resolve moderately escalated concerns and complex inquiries from vendors, district staff, and patrons. Schedule and organize cross-departmental financial meetings, including compiling data, taking meeting minutes, and distributing strategic reports. Take responsibility for significant portions of the department's strategy by independently managing the district-wide accounts payable and purchasing processes.
ADDITIONAL PERFORMANCE RESPONSIBILITIES OF THE POSITION
Maintain historical data and serve as the subject matter expert on departmental financial workflows, purchasing systems, and bookkeeping policies. Maintain strict confidentiality of sensitive financial data, holding accountability for routine errors that could cause minor disruptions to operations. Balance varied tasks with competing priorities and occasional urgent needs, maintaining a generally manageable workload. Input data for accurate recordkeeping, filing, and sorting of paperwork. Type and/or draft letters of correspondence in a professional manner. Demonstrate regular, reliable, and punctual attendance. Other duties as assigned by the supervisor.
REQUIRED SKILLS AND QUALIFICATIONS
Associate's degree in business, accounting, or a related field preferred; or equivalent work experience (2-4 years). Minimum 3-4 years of experience working in a professional office setting with advanced accounts payable and bookkeeping tasks. Strong computer skills, with proficiency in Microsoft Office (Word, Excel, PowerPoint) and advanced use of school-related financial software. Strong organizational skills; able to manage multiple concurrent priorities. Self-starter; able to work independently and exercise independent judgment. Strong communication skills; both written and oral. Able to work effectively as a team with students, staff, faculty, and administrators.
