Community Programs Office Specialist

Vail Unified School District•Vail, AZ

4d•Hybrid

About The Position

Performs highly responsible and confidential clerical, accounting, and administrative functions in Community Programs. This role involves processing registrations, payments, and fees for childcare accounts, managing DES records, preparing deposits, and assisting with PowerSchool enrollments. The specialist may also handle employee fingerprint records, maintain filing systems, place orders, and assist with meeting and event organization. Additionally, the role requires ensuring the accuracy of digital sign-in sheets, assisting with budget and audit preparation, processing subsidy information, and acting as a liaison for third-party inquiries and contracts. The position provides clerical and administrative support to the Director.

Requirements

Minimum high school diploma or general education degree (GED) with two or more years of responsible experience in an office setting or in an accounting/billing department.
Demonstrated experience with billing, computer proficiency, office/clerical setting.
Demonstrated experience with childcare settings.
Or an equivalent combination of relevant education, training, and/or experience as approved by the Chief Office of Integrated Student Support.
Ability to demonstrate current knowledge and proficiency in working with billing software, computers, and other types of technology.
Strong organizational, time management, and interpersonal skills.
Professional demeanor with strong ethical standards and ability to adapt to change.
Ability to work within budgetary and procurement guidelines and to support District goals and objectives.
Ability to provide oversight over allocated funds and grants.
Ability to work effectively with others of diverse backgrounds and various education levels and to establish and maintain effective working relationships as necessitated by work assignments.
Ability to listen and obtain clarification.
Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Ability to read, analyze, and interpret a variety of correspondence, reports, forms, safety rules, and district and department regulations.
Ability to prepare correspondence, reports, and forms; and to respond to common inquiries or complaints using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Ability to effectively communicate to a variety of audiences, including employees, parents, community members, and the general public.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret charts and graphs.
Ability to apply common sense, understanding to carry out instructions furnished in written, oral or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Identifies and resolves problems in timely manner.
Gathers and analyzes information skillfully, developing alternate solutions.
Works well in group problem solving situations.
Uses reason when dealing with emotional topics and situations.
Must have valid Arizona Driver’s License and proof of automobile insurance.
Must be able to obtain and maintain a valid Arizona fingerprint clearance card.

Responsibilities

Processes and maintains, on a daily basis, registrations, payment information, and fees on childcare accounts in the database.
Makes necessary account adjustments prior to invoicing and responds to declined payments.
Responsible for all DES records retention following Community Programs, district and state requirements.
Prepares weekly deposits.
Assist with PowerSchool Enrollments, transfers and withdraws.
May assist with processes and maintains employee fingerprint records and tracks for expiring fingerprint clearance cards.
Maintains filing systems, keeping current and neatly organized.
Obtains quotes, places online orders, generates requisitions.
Assists with organization, setup and breakdown for meetings & events.
Ensures accuracy of digital sign-in sheets for all subsidies.
Assists with budget and audit preparation as assigned.
Processes and maintains information for subsidies.
Represents the department as the liaison and contact for third-party inquiries, billing issues, and yearly contracts.
Necessary monthly on time billing and adjustment of fees and copays to family accounts.
Provides clerical/administrative support to the Director.
Other duties as assigned by the Director.