District Administrative & Finance Assistant

Required Qualifications:  Previous experience in a similar administrative, finance, or office support role 

Preferred Qualifications:

• Proficiency in Microsoft Excel (data entry, basic formulas, and spreadsheet management)

• Strong attention to detail and accuracy in data and recordkeeping

• Excellent customer service and communication skills with staff, students, and families

• Experience in an office, school, or customer-facing environment

• Strong organization skills with the ability to manage multiple priorities and meet deadlines

• Familiarity with basic administrative and financial processes (invoicing, purchasing, or records management) is a plus

FLSA: 30 hours per week, hourly non-exempt role.  This is a year round position.

Schedule: Approximately 8am-2:30pm on student contact days.

Schedule on non-student contact days and summer will be determined based on operational needs. 

Desired Start Date:  May, 2026

Pay Range: $20 to $23 per hour, based on experience 

Report to MSA Administration Team

Location: MSA Secondary Campus

Benefits: MSA offers a generous benefits package and 20 days of paid time off. 

The duties below are not intended to be a comprehensive listing of all duties and tasks performed by those holding this type of position. 

About the Role:
Math and Science Academy is seeking an enthusiastic District Administrative & Finance Assistant to support our growing school community through high-quality administrative, financial, and operational support. This role plays a key part in ensuring smooth daily operations and providing exceptional service to students, families, staff, and leadership. 

Key Responsibilities:

The Administrative & Finance Assistant provides comprehensive administrative, financial, and operational support to ensure efficient daily functioning of the school office and effective support of school leadership. Responsibilities include, but are not limited to, the following: 

Financial & Procurement Support

• Assist with procurement processes, purchasing, and vendor coordination in alignment with school policies

• Support budget tracking, monitoring, and compliance, including Board and office budgets

• Apply appropriate UFARS coding to financial transactions and assist with accurate recordkeeping

• Review and process requests for purchases, reimbursements, and budget-related approvals

• Order and manage office supplies and maintain inventory as needed

Administrative & Office Operations

• Provide general administrative and secretarial support to the administrative team

• Schedule meetings, appointments, and administrative in-services; coordinate logistics including facilities and speakers

• Maintain organized office files, records, and permanent Board document archives

• Prepare documents through word processing, photocopying, mailing lists, and related clerical tasks

• Prioritize incoming mail and correspondence and ensure timely distribution and follow-up

Front Office & Customer Service

• Serve as a welcoming first point of contact for students, families, visitors, and staff

• Greet and assist all visitors in a professional, courteous manner, providing direction and support as needed

• Answer and route incoming phone calls through the main school line

• Ensure adherence to school safety and visitor management protocols to maintain a secure environment

• Support a positive school climate through professional, responsive, and student-centered interactions

• Coordinate short-call substitute teacher requests

• Serve as the primary backup to the Front Office Coordinator for all office operational duties

Communications & Outreach

• Support updates to the school website in coordination with IT support

• Assist with creation and distribution of internal and external communications (newsletters, announcements, outreach materials)

• Support school marketing and social media efforts

• Assist with crisis communication processes as part of designated response teams

• Support parent communication systems, including messaging through the student information system

• Coordinate with local media to share school news and updates as appropriate

• Maintain appropriate photo release documentation for student images used in public materials

• Attend committee meetings as assigned

Human Resources Support

• Assist with applicant flow, interview coordination, and hiring logistics

• Maintain and update job postings across all recruitment platforms

• Support staff with access to employee benefits and HR-related resources

Additional Responsibilities

• Perform other duties as assigned in support of the school’s mission and operational needs

General Expectations:

• Demonstrate preparation and skill in working with students from diverse cultural, economic, and ability backgrounds.

• Encourage parent and community engagement related to school nutrition programs.

• Provide information to families regarding the food program when requested.

• Promptly return phone calls and respond to emails.

• Participate in appropriate professional development activities.

• Perform other duties as assigned.

• Must demonstrate the ability to report to work on a regular and punctual basis.

• Perform all other related work delegated or required to accomplish MSA’s mission and vision.

• Knowledge and implementation of relevant technology.

• Demonstrate and promote MSA core values.

Knowledge and Skills Required:

• Language Proficiency: Must be fluent in English.

• Communication Skills: Strong verbal and written communication skills to collaborate effectively with students, families, staff, and food service vendors.

• Organization and Operations Management: Strong organizational skills with the ability to manage schedules, logistics, compliance documentation, and program operations.

• Adaptability and Problem Solving: Ability to troubleshoot operational issues and adapt processes as the food program grows.

• Cultural Awareness and Student Focus: Commitment to serving students from diverse cultural, educational, and economic backgrounds.

Typical Working Conditions:

• School-year position with regular attendance required.

• Fast-paced, collaborative school environment requiring adaptability and strong relationship-building.

• Occasional evening or weekend work for family engagement or school events.

• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Requirements:

• Regularly required to sit, stand, walk, talk, and hear.

• Operate computers and standard office equipment.

• Frequently lift or move up to 10 pounds.

• Occasionally lift or move up to 50 pounds with assistance.