Fiscal Services Assistant

Evergreen Virtual Academy•Portland, OR

About The Position

Evergreen Virtual Academy (EVA), an independently managed public charter school serving kindergarten through grade 12 students in Oregon, is seeking a Fiscal Services Assistant. The posting describes the role as a Business Services Specialist who performs routine accounts payable, billing, purchasing, account reconciliation, and front-office duties. This entry- to mid-level position follows established procedures, keeps accurate documentation, meets processing deadlines, and refers exceptions to the Business Manager. It also supports reception and clerical operations at the Portland Business Office/Warehouse and coordinates daily office coverage with warehouse staff. Suggested work allocation is 80% financial processing and 20% reception and clerical support; actual assignments may vary with school needs. The role handles invoice and purchase-order processing, customer billing and payment records, deposits, procurement documentation, and purchasing-card reconciliations. It maintains complete financial records, supports month-end close and audit requests, protects confidential information, and prepares transactions and reconciliations for independent review and approval. The employee does not approve their own purchases, release their own payment batches, approve write-offs, or perform the final review of their own reconciliations. The position also greets and assists visitors, answers and routes calls and messages, monitors assigned email inboxes, and provides office and warehouse-related clerical support. It works collaboratively with staff, families, students, vendors, other schools, districts, and government contacts, and follows applicable privacy, records, and mandatory reporting procedures.

Requirements

High school diploma or equivalent and two years of related experience and/or training, or an equivalent combination of education/training and experience.
Ability to clear the required background check.
Excellent written and oral communication skills.
Human relations and communication skills to handle frequent personal and telephone inquiries from students, families, administrators, teachers, classified employees, and others.
Sound judgment and a pleasant attitude in stressful situations and when balancing conflicting priorities.
Ability to lift, move, or carry materials, equipment, or boxes weighing up to 30 pounds.

Nice To Haves

Associate’s degree (AA) or Bachelor’s degree (BA/BS).
Experience working in schools, charter schools, and/or school districts.
Experience working in virtual schools or online business settings.

Responsibilities

Receive, date, organize, and enter vendor invoices; check amounts, duplicates, coding, approvals, and evidence that goods or services were received.
Create purchase orders, match invoices with purchase orders, receipts, and supporting records, resolve routine discrepancies, and escalate unresolved items.
Maintain vendor files and request required documentation, including W-9 forms; route new vendors and payment-detail changes through verification and approval procedures.
Prepare payment batches for authorized review and release, track due dates, reconcile vendor statements, and organize records for month-end and annual reporting.
Prepare and send invoices using approved agreements, rates, and supporting records; maintain billing schedules and customer account information.
Record receipts and apply payments to invoices as assigned, maintain an open-invoice list, and send follow-up reminders.
Research billing discrepancies and refer disputed charges, credits, refunds, and overdue balances to the Business Manager for direction and approval.
Prepare and make bank deposits, accurately record them, and maintain supporting documentation in accordance with financial procedures.
Place orders within assigned purchasing limits and retain approvals, itemized receipts, confirmations, and business-purpose documentation.
Track deliveries, returns, credits, and refunds with warehouse staff and follow up on incomplete or incorrect orders.
Collect cardholder receipts, match transactions to monthly statements, apply approved account and program codes, and prepare reconciliation packets by established deadlines.
Maintain monthly statements and records; identify missing receipts, duplicate charges, unusual transactions, and unresolved credits; report concerns and support dispute resolution.
Submit completed reconciliations for independent review and approval, and follow purchasing and card-use procedures while protecting card and vendor information.
Maintain organized financial records and processing logs; support month-end close, audit requests, and routine status reporting.
Keep student, employee, vendor, and financial information confidential; follow applicable records, privacy, and mandatory reporting procedures.
Communicate processing status and missing documentation, use checklists, meet deadlines, and promptly report errors or suspected irregularities.
Prepare transactions for approval without approving own purchases, releasing own payment batches, approving write-offs, or performing final review of own reconciliations.
Greet visitors, students, families, vendors, and delivery personnel; follow visitor access procedures and direct inquiries to appropriate staff.
Answer and route calls and messages, monitor assigned email inboxes, and provide timely, courteous responses.
Work closely with the Warehouse Manager/Clerk and assist with projects, including creating mail merges, distributing mail, organizing school events and other items, and checking office inventory and providing needed-item lists to the Business Manager and SFO.
Print and mail student and staff ID cards and support retention and re-registration efforts.
Participate in in-person events as needed and operate office equipment, printers, computers, peripheral technologies, and software to process and record information and generate lists, reports, and tracking materials.
Maintain positive rapport with families and students, collaborate with staff across grade levels, and respond to students, parents, colleagues, schools, districts, and government contacts in a timely manner.
Fulfill mandatory reporting requirements and follow FERPA.
Perform other related processing and office support duties as assigned within the scope of the position.
Use sound judgment, courtesy, and sensitivity in difficult situations; identify and resolve problems with minimal direction; gather and analyze information; accept feedback; adapt to changes; balance team and individual responsibilities; and complete administrative tasks correctly and on time while following policies and supporting organizational goals and values.