Under the supervision of the Finance and Human Resources Manager, the Finance Specialist is responsible for providing assistance on general finance matters and performs clerical functions incidental to financial activities to support the efficient operation of the Finance Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provides general accounting and clerical assistance for the Finance Department.

Generates and manages all aspects of payables process including prepping for check signers and check delivery.

Prepares weekly packet for Bookkeeper including organizing receivable records and payable requests and other items for entry into QB.

Works closely with Bookkeeper including coordination of pick-up/delivery.

Manages Petty Cash account.

Assists in the processing of accounts receivable including timely banking activities.

Maintains department financial records and files.

Attends meetings as required and documents key information and decisions including recording minutes for the Finance Committee meeting.

Provides backup for Finance Assistant when on vacation or otherwise not available.

Provides support in Human Resources including compliance management (updating mandatory posters, mobile packs, etc.) and Payroll.

Performs general office duties and provides support to IPSF programs and events, performing a variety of administrative and clerical duties including, but not limited to postage meter monitoring, answering phones, responding to general emails from individuals and organizations, copying, faxing, filing, and mailing.

Processes incoming mail as needed.

Meets all requirements for confidentiality and for management of program, finance, and personnel information including distribution controls, secure filing and disposal, and records and retention storage.

Drives personal car on work errands and for other purposes; maintains driving record and personal car insurance in accordance with organization’s policies and state regulations and provides related records periodically.

Perform other related duties as required.

Duties and responsibilities may be added, deleted, modified, or changed at any time at IPSF’s Changes may be made formally, informally either verbally or in writing.

PHYSICAL DEMANDS/WORKING CONDITIONS

Sits for extended periods of time, in intense concentration, at a computer station or work desk. Stands and walks throughout the day.

Uses hands and fingers to operate computers and office equipment for up to 8 hours or more each day.

Requires clear vision at 20 inches or less with or without corrective lenses and vision sufficient to use equipment and drive a car safely.

Has hearing and speech within normal ranges and sufficient for clear communication face to face and on the telephone.

Lifts up to 10 pounds regularly and 25 pounds occasionally.

Exposed to typical office environment conditions and noise levels.

Work consists of heavy workloads, deadlines, and the interaction with a wide variety of people on various issues.

KNOWLEDGE, SKILLS, AND ABILITIES

Uses critical thinking skills to create documents and spreadsheets and interpret information furnished in written, oral, diagram, or schedule form.

Uses skill and judgment to problem-solve and ensure written or verbal outputs are clear, accurate, grammatical and of appropriate tone.

Must be well-organized and have the ability to manage multiple and competing tasks and deadlines.

Able to set goals based on available information and to plan work in order to meet deadlines.

Able to formulate appropriate responses to requests for services and information from internal and external customers.

Maintains current knowledge of and complies with organizational and department policies and procedures.

Has good general knowledge of computer operations; uses a keyboard and calculator proficiently and with a high degree of accuracy.

Uses typical office equipment (i.e., fax, phone, copiers).

Proficiency in QuickBooks highly preferred.

Uses Microsoft Office Tools – proficient in Word and Excel as well as Internet and email programs.

Knowledge of basic accounting principles preferred.

Good mathematical skills required.

EDUCATION AND EXPERIENCE

High school diploma required.

Associate’s degree a plus.

Two to three years of office experience performing detailed tasks required.

Experience working in finance preferred.

Typical hours would be Monday through Friday, 8:30 a.m. to 5:00 p.m. with attendance at evening and weekend events required. This is a full-time, exempt position with annual compensation commensurate with experience. If you are interested in being considered for this position, please forward your cover letter and resume to Trish Kasey at tkasey@ipsf.net.

Irvine Public Schools Foundation is an Equal Opportunity Employer and makes employment decisions on the basis of merit. Company policy prohibits unlawful discrimination based on race, color, creed, gender (including pregnancy, childbirth or related medical conditions), religion, marital status, registered domestic partnership status, age, national origin or ancestry, physical or mental disability, medical condition including genetic characteristics, sexual orientation, or any other consideration made unlawful by federal, state, or local laws.