Assistant Business Specialist in Jacksonville, Florida at River City Science Academy Elementary (Main Beach Campus)

Reports To: Business Manager / Director

Position Type: Hourly / Non-Exempt, 12-Month Position

Position Summary

The Assistant Business Specialist provides financial, clerical, and administrative support to ensure accurate processing of payments, monitoring of accounts, and reconciliation of revenues. This position maintains financial records related to school payments, tuition, grants, and fees while supporting the Business Office in ensuring compliance with federal, state, and charter school financial procedures. The Specialist serves as a key point of contact for families, staff, and vendors regarding invoices, balances, and payment inquiries, contributing to efficient and transparent financial operations within River City Science Academy.

Essential Duties and Responsibilities

• Monitor, record, and reconcile all payments received through SchoolPay, online systems, checks, and other methods, ensuring accurate posting to general ledger accounts.
• Prepare and process invoices for tuition, fees, and other receivable items across campuses, maintaining timely and accurate documentation.
• Track and report Non-Regular Hours Forms (NRHF) and coordinate with Accounts Payable and HR for proper processing and payroll integration.
• Support National School Lunch Program (NSLP) reimbursement documentation and tracking of related payments.
• Perform daily, weekly, and monthly reconciliations of accounts receivable ledgers and identify discrepancies or outstanding balances.
• Generate aging reports and assist in follow-up communications with families or external entities for overdue payments, ensuring professional correspondence and accurate record keeping.
• Prepare deposits, verify the accuracy of funds received, and maintain all supporting documentation in compliance with internal audit standards.
• Assist in month-end and year-end closing procedures, including reconciliation of subsidiary ledgers, journal entries, and revenue verification.
• Coordinate with the Business Manager to prepare audit schedules, supporting documentation, and respond to auditor inquiries.
• Maintain accurate and organized digital and paper files for all financial transactions, receipts, and correspondence.
• Assist staff and administrators with proper payment submission procedures and ensure compliance with established financial policies.
• Communicate effectively with parents, vendors, and internal departments regarding balances, account statements, and payment resolutions.
• Provide clerical and administrative support to the Business Office, including data entry, document preparation, and report generation.
• Maintain confidentiality of all financial, student, and staff information in compliance with FERPA and other applicable laws.
• Perform other duties as assigned by the Business Manager or Director of Finance.

Minimum Qualifications

• High School Diploma or equivalent.
• Proficiency in Microsoft Office applications, including Excel and Word.
• Must pass Level II background screening as required by Florida law.

Preferred Qualifications

• Associate’s or Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field.
• Experience working in a charter school, K–12 district, or other educational finance setting.
• Experience using SchoolPay, QuickBooks, or other accounting/ERP systems.
• Knowledge of fund accounting and audit compliance in a public-school environment.
• Two (2) years of experience in bookkeeping, accounts receivable, or related financial support role.

Knowledge, Skills, and Abilities

• Knowledge of bookkeeping, accounts receivable principles, and basic accounting practices.
• Strong analytical and problem-solving skills with attention to accuracy and detail.
• Ability to organize, prioritize, and manage multiple deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills for working with parents, staff, and vendors.
• Proficiency in Excel formulas, reconciliation processes, and data reporting.
• Ability to maintain confidentiality of sensitive financial and student information.
• Commitment to accuracy, integrity, and ethical handling of financial data.
• Ability to work both independently and collaboratively as part of a finance team.

Working Conditions / Physical Requirements

Work is performed primarily in an office environment. The position requires frequent use of computers, calculators, and standard office equipment. Light physical activity such as standing, walking, bending, or lifting up to 20 pounds, may be required. Regular interaction with staff, parents, and vendors is expected. Must be able to perform essential job functions with or without reasonable accommodation.

Reporting Relationships

Reports directly to the Business Manager or Director of Operations. Works closely with the Accounts Payable Specialist, HR/Payroll, and school administrators across campuses.

Terms of Employment

Twelve (12) month, full-time position. Compensation and benefits shall be consistent with the school’s approved compensation plan. Employment is contingent upon successful completion of Level II background screening and verification of qualifications. Performance will be evaluated annually in accordance with school policy and Florida accountability standards. Employment is at-will.

RCSA is an equal opportunity employer and does not discriminate based on race, color, gender, sexual orientation, religion, or national origin.