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Administrative Assistant II - Office of Director of Instruction (District Office)

Qualifications:

1. Minimum education of a high school diploma; bachelor's degree in accounting, business, fiscal management or related field preferred.
2. Minimum of 5 years of accounting, payroll or benefit administration experience.
3. Proficiency with the Microsoft Office Suite (Access familiarity is not required).
4. Experience with an automated financial system; experience with the State of Delaware's First State Financials (FSF) system preferred.
5. Experience with an electronic payroll system; experience with the State of Delaware's PHRST system preferred.
6. Experience with a benefit system; experience with the State of Delaware's CRIS system preferred.
7. Knowledge of federal, state and local benefit requirements, accounting principles and payroll standards.
8. Excellent communication, organizational and interpersonal skills.
9. Experience with QuickBooks preferred.
10. Familiarity with public school accounting structures preferred.
11. Selected candidates may be given a skills test.

Performance Responsibilities: 

1. Completes all related accounting services for designated district and school budgets, including preparation and data entry in FSF for financial transactions (i.e. purchase orders, vouchers, cash receipts, payroll funding adjustment, voucher corrections, purchase order modifications, procurement card, intergovernmental vouchers and intergovernmental transfers).
2. Verifies financial transactions comply with applicable federal and state laws, the State of Delaware Budget and Accounting Manual requirements and district policies and procedures.
3. Ensures appropriate use of funding and financial coding prior to completing financial transactions in FSF.
4. Verifies financial transactions are accompanied with appropriate documentation and approvals prior to submitting for final agency approval.
5. Monitors and reconciles designated accounts and transactions on a monthly basis.
6. Maintains appropriate documentation for all financial transactions per the State of Delaware's archiving schedule.
7. Provides information to fund managers regarding budget status and reconciles any discrepancies.
8. Coordinates and/or assists with student activity checking accounts and performs monthly reconciliations.
9. Completes and/or assists with required reports which may include; GAAP package, personnel expenditure reports, monthly board of education financial reports, State of Delaware required reports, questionnaires, FOIA requests, and federal reports.
10. Coordinates and/or assists with maintaining current criteria and financial information for the district's scholarships and scholarship investment account.
11. Coordinates and/or assists with the district's tuition program for payment and billing for students who attend special schools either within or outside of the Seaford School District.
12. Provides programmatic support for assigned areas.
13. Manages and/or assists with School Choice billings, including verification of student rosters, processing and payment of bills.
14. Supports building and senior secretaries with guidance of accounting and policy regulations.
15. Develops and/or assists with the creation, updates and maintenance of procedures, policies, regulations, records and communications.
16. Administers payroll functions, including, but not limited to, updates salary schedules, prepares salary notices, completes salary data sheets, updates State of Delaware payroll system (PHRST) with hourly rates and verifications, adds employees to and retiring employees from the district payroll, keys payroll, and verifies alignment to earned units.
17. Facilitates meetings with staff to discuss pension related information, assists with the retirement process and processes vested applications.
18. Attends trainings related to responsibilities and remains current on State initiatives related to responsibilities (i.e. PHRST, payroll, fringe benefits, FSF, State of Delaware Budget and Accounting Manual requirements, GAAP, pension, etc.).
19. Develops, updates and maintains procedures, records and documentation to reflect state, local and federal requirements.
20. Provides requested information for monitoring, auditing and compliance related activities.  Assists with preparing responses to proposed findings and developing correction action to address deficiencies.
21. Supports the Director of Instruction his/her overall administrative efforts.
22. Keeps the Director of Instruction informed of pertinent district developments and events.
23. Anticipates needs and on own initiative submits proposals for consideration; seeks counsel of the Director of Administrative Services as necessary.
24. Performs other such tasks and assumes such other responsibilities as may be assigned or delegated. 

Physical and Mental Demands, Work Hazards

• Works in standard office and school building environments.

TEMPORARY POSITION:         No
            Note:    All temporary positions will end on June 30th.
NUMBER OF MONTHS/DAYS:  12 Month 261 Days
Note:  Months/days will be pro-rated to start date.
FULL TIME OR PART TIME:     Full Time
ELIGIBLE FOR "STATE SHARE" OF BENEFITS:         Yes
PENSION ELIGIBLE POSITION:  Yes
NOTE:  A minimum of a high school diploma or GED is required for all employees of the Seaford School District.
APPLICATION PROCEDURE:  Interested and qualified candidates should complete an online application. 
NOTE:  Currently employed staff members interested and certified/licensed in this position will be given first consideration and should remit a staff transfer request on the Seaford School District website www.seafordbluejays.org no later than the application closing date referenced above. 
SPECIAL CONDITIONS OF EMPLOYMENT:  All new state employees will be required to participate in the State of Delaware's Direct Deposit system.  With direct deposit, wage and salary payments are deposited in the employee's bank account via electronic funds transfer.
All final candidates for employment must have a satisfactory criminal background check before being placed on contract/payroll as per State of Delaware regulations. Candidates must submit via IdentoGo using information provided by Seaford School District to make an appointment.  The cost of the criminal background check is $85 (expense borne by the prospective employee).  Final candidates must also receive a satisfactory child protection registry check via the online Portal and code provided by Seaford School District.
Final candidates must also produce documentation of Mantoux skin test results for entrance to school system.
The State of Delaware has initiated a lag pay policy which means that new employees will receive the first paycheck at the end of the second pay period of work. 
The Seaford School District reserves the right to extend or shorten the application and/or interview period, to fill or not fill a position, to modify the job requirements within one's primary area of certification, and to reject any or all applications for just cause.
The State of Delaware does not discriminate against qualified persons with disabilities in its programs or services.  Persons with disabilities are encouraged to contact the Human Resource and Public Information Office, at (302) 629-4587, as soon as possible to request an auxiliary aid or service.
The Seaford School District is an Equal Opportunity Employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law. Inquiries about compliance should be made to the Title IX, District 504 and ADA Compliance Coordinators. The following have been appointed to serve as the District's Compliance Coordinators. These coordinators can be contacted at the District Office at 390 N. Market St. Ext. or at (302) 629-4587.

DISCLAIMER: If there is any conflict in interpretation between this posting and information from the Delaware Department of Education, the Delaware Department of Education prevails.
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Grade Configurations:
West Seaford Elementary School - Kindergarten through Grade 2
Blades Elementary School - Kindergarten through Grade 2
Central Elementary School - Grade 3 through Grade 5
Frederick Douglass Elementary School - Grade 3 through Grade 5
Seaford Middle School - Grade 6 through Grade 8
Seaford High School - Grade 9 through Grade 12

FOR INTERNAL USE ONLY EMPLOYEE CLASSIFICAITON Support - Secretary - Financial II POSITION TITLE Secretary - Financial Secretary MANAGEMENT POSITION? (Y/N) N CONTRACTUAL? (Y/N)  N PAY SCALE Secretary FLSA STATUS (Exempt/Non-Exempt Exempt MONTHS EMPLOYED 12 DAYS EMPLOYED 261 (pro-rated if start date after 1st day) JOB CODE P75057 DEPARTMENT 952300600 REVISED 06/2026