School Finance Secretary bei Plaquemines Parish School Board

SALARY RANGE: $39,146 - $59,838

Ad Valorem - 2.40 parish property (ad valorem) tax mills are dedicated to employee salaries.  The annual receipts from this tax are distributed to employees twice a year, one-half in January and one-half in June. The amount of each employee’s supplement is the employee’s salary multiplied by the annual percentage (computed each year based on actual tax revenues).

Job Goal

To provide accurate and efficient financial support to the school by managing financial transactions, processing purchase orders, tracking budgets and maintaining compliance with district, state and federal financial regulations. The School Finance Secretary ensures the integrity of financial records, supports school administration with budget management and facilitates timely and organized financial operations to enhance the overall efficiency of the school.

Qualifications (minimum education, licensure, skills and/or experience)

Required

• High school diploma or GED®.

• Minimum of three (3) years of work experience in a related field. 
• Proficient in accounting software and district financial management systems.
• Knowledge of basic accounting principles, financial reporting and budgeting procedures.
• Strong attention to detail and accuracy in financial record-keeping and reconciliation.
• Excellent organizational and time-management skills to handle multiple financial tasks efficiently.
• Strong interpersonal and communication skills to work effectively with administrators, staff, vendors and district finance personnel.
• Ability to maintain confidentiality and handle sensitive financial information with integrity and professionalism. 
• Proficiency in Microsoft Office Suite.

Preferred 

• Associate’s degree from an accredited institution.

• Familiarity with school district financial policies, procurement regulations and payroll processes.
• Ability to process purchase orders (POs), invoices and vendor payments in compliance with district and state guidelines.
• Knowledge of auditing processes, grant management and financial compliance regulations. 
• Working knowledge of Google Workspace.

Essential Duties and Responsibilities

Technical Duties and Operations 

• Processes and maintains accurate financial records, including accounts payable, accounts receivable and budget expenditures, in compliance with district policies and accounting standards, providing administrators with up-to-date financial information for decision-making.
• Prepares, submits and tracks POs for school supplies, equipment and services while ensuring compliance with district procurement guidelines and budgetary constraints.
• Reviews and submits invoices for payment, verifies delivery of goods / services and resolves discrepancies with vendors and the district Finance Office.
• Handles the receipt, recording and deposit of school-related funds, including student fees, fundraising proceeds and activity funds, ensuring proper documentation and adherence to financial regulations.
• Balances and summarizes entries in journals, systems and ledgers, correcting errors as needed. 
• Processes bank deposits, reconciles statements and verifies balances on a monthly basis. 
• Processes incoming deposits by reconciling and recording transactions and preparing cash summaries. 
• Maintains accurate time records for staff, processes payroll-related documentation and ensures timely submission of hours worked, leave balances and deductions.

• Ensures all financial transactions and records comply with district, state and federal financial policies, assisting with audits and financial reviews as needed.

• Prepares financial reports to accurately reflect the school’s financial condition. 

• Operates office equipment, including computers, to manage spreadsheets, word processing and databases. 
• Provides financial administrative support to the principal and school staff, offering guidance on budgetary matters, purchase approvals and financial best practices.

Communication and Teamwork 

• Cooperates and works collaboratively with supervisors, co-workers and school administration to maintain positive relationships. 

• Coordinates with district finance personnel to align with financial policies and procedures. 

• Welcomes visitors and performs receptionist duties, including answering telephones, providing information, taking messages and directing calls to the appropriate individuals. 

Compliance 

• Follows school, district, state and federal regulations for financial reporting and record-keeping to ensure compliance and accountability. 

• Submits audit documentation to meet state and district compliance standards. 

Safety and Security 

• Follows security guidelines to handle sensitive financial information and prevent unauthorized access. 

Professional Development 

• Attends training and certification programs to enhance financial skills and stay updated on policy changes. 

• Trains and assists school staff in financial procedures, including expense reporting and budget management. 

Additional Responsibilities 

• Performs other job-related duties as assigned to meet the needs of the department. 
• Contributes to district-wide projects and collaborates with other departments on cross-functional goals.
• Maintains a valid driver’s license and a clear driving record, follows all district policies and state regulations for safe vehicle operation, reports any incidents affecting their ability to drive immediately to their supervisor and ensures proper care, maintenance and responsible use of district vehicles if required to use a district vehicle for assigned duties.

Physical Demands

This role primarily operates in an indoor, climate-controlled environment, with occasional exposure to moderate temperature variations. The usual methods of performing job functions require light lifting (ten to twenty [10-20] pounds), carrying, pushing and pulling, with frequent engagement in activities such as standing, walking and sitting. Additional physical requirements include extended use of a computer for data analysis, report generation, communication and administrative duties; ability to drive within or outside of the district to various schools, meetings and events; and adaptability to switch between multiple tasks and manage interruptions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Equal Opportunity Employer  

The Plaquemines Parish School System is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, age, disability, religion or any other legally protected status in its educational programs, activities or employment practices. The district is committed to fostering an inclusive and diverse workplace where all individuals are treated with fairness and respect. 

Note: This job description is subject to change at any time.  While this job description reflects delegation of essential duties and responsibilities, it does not exclude or restrict management’s right to assign or reassign tasks, duties or responsibilities to this job at any time.