Finance Coordinator

Department: Finance
Reports To: Superintendent
FLSA Status: Exempt
Work Schedule: 12-Month
Pay Grade: Administrative / Professional Salary Scale

 

General Definition of Work

Performs responsible professional and administrative work assisting in the coordination and oversight of the financial operations of the school division. Work involves assisting with budget development and monitoring, financial reporting, accounting functions, and compliance with federal, state, and local regulations governing public school finance. The Finance Coordinator assists with the management of accounting systems, financial records, and audit documentation to ensure the accuracy and integrity of the division’s financial operations. Work is performed under the general supervision of the Superintendent.

 

Essential Functions

Financial Operations

• Assists with the coordination and oversight of the school division’s financial operations.
• Maintains and monitors financial records in accordance with governmental accounting standards and school board policies.
• Assists with accounts receivable and payable, purchasing procedures, and financial transaction review.
• Reviews purchase orders and expenditures for compliance with budget and procurement regulations.
• Assists with account reconciliations and financial record maintenance.
• Facilitate cross-training with Payroll Clerk to ensure continuity in payroll operations
• Participate in the monthly school board meetings to provide a detailed presentation of the financial information to the board members.

Budget Development and Monitoring

• Assists the Superintendent with development of the annual school division operating budget.
• Monitors budget expenditures and prepares financial reports for administrators and the School Board.
• Tracks budget appropriations and assists with budget amendments and transfers.
• Provides financial guidance to school administrators regarding budget procedures and expenditure monitoring.

State and Federal Reporting

• Assists and prepares reports required by the Virginia Department of Education (VDOE).
• Maintains records and documentation for state and federal funding programs.
• Assists with grant financial reporting and compliance requirements.
• Coordinates collection of financial data required for state reporting and financial submissions.

Audit and Compliance

• Assists with preparation of financial records and documentation for annual independent audits.
• Ensures financial procedures comply with school board policies, state regulations, and federal requirements.
• Maintains financial documentation required for audit review and monitoring.

School Activity Funds

• Assists with oversight and monitoring of school activity funds and internal accounts.
• Provides guidance to school staff regarding activity fund procedures and documentation.
• Assists with reconciliation and review of activity fund records to ensure compliance with division policies.

Medicaid Billing Coordination

• Coordinates the school division’s Medicaid billing program for eligible special education and related services.
• Submits or oversees submission of Medicaid claims through the approved billing system or third-party vendor.
• Tracks Medicaid reimbursements and maintains financial records for Medicaid revenue.
• Assists with Medicaid cost reporting and audit documentation as required by state and federal regulations.
• Ensures compliance with Medicaid guidelines related to school-based services.

Financial Systems and Coordination

• Assists with maintaining and monitoring the division’s financial management and accounting systems.
• Coordinates financial data between departments including payroll, purchasing, and accounts payable.
• Assists with training staff on financial procedures and reporting requirements.
• Supports the Superintendent with financial analysis and special projects.

Knowledge, Skills, and Abilities

• Knowledge of governmental accounting principles and school finance procedures.
• Knowledge of budget development and financial reporting processes.
• Knowledge of state and federal financial regulations affecting public school systems.
• Ability to analyze financial information and prepare accurate reports.
• Ability to maintain detailed financial records and documentation.
• Ability to interpret policies, procedures, and financial regulations.
• Strong organizational, analytical, and problem-solving skills.
• Ability to communicate effectively with administrators, staff, and external agencies.
• Proficiency in accounting software and Microsoft Office applications, particularly Excel.

 

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• Associate’s degree with substantial experience in governmental or school finance may be considered.
• Experience in accounting, budgeting, or governmental finance required.
• Experience in a public school division or governmental accounting environment preferred.

Special Requirements

• Knowledge of Virginia school finance procedures and reporting requirements preferred.
• Ability to maintain confidentiality of financial and personnel information.
• Ability to learn and effectively utilize the division’s financial management software system.

Physical Requirements

• Work is performed primarily in an office environment.
• Ability to sit for extended periods while using a computer.
• Occasional lifting of office materials up to 20 pounds.