The School District of La Crosse is accepting applications for a 1.0 FTE - 40 hours per week, 12 months per year, Administrative Assistant to the Supervisor of Finance in the Business Office. Projected start date: November 30, 2026.
ACCOUNTABILITY OBJECTIVES:
To maintain streamlined day-to-day operations of the Business Office for a large public school district while maximizing the indirect impact of fiscal operations on student education by ensuring resources, funding, and supplies are managed accurately and timely.
POSITION RESPONSIBILITIES:
- Provide administrative support to the Supervisor of Finance and business office team (accounting, payroll, and benefits staff) which includes greeting visitors, receiving, and routing incoming phone calls, conference room reservations and sorting outgoing and incoming mail.
- Serve as the primary manager for vendor set ups and maintenance in the District's financial data management software (W-9 collection, banking information, address updates, contracts, certificates of liability insurance, sales tax exemption, and debarment verifications).
- Oversee the lifecycle of purchase requisitions and order distribution. Serve as the primary point of contact for troubleshooting and resolving purchase order discrepancies, including transactions on e-commerce platforms.
- Pull received invoices, send receiving reminders, reconcile accounts payable invoice to vendor statements, ensure timely and accurate payments are processed and follow up as needed to resolve issues.
- Assist with the administration of District insurance policies including property, liability, auto, cyber, and optional student insurance programs.
- Coordinate requests for certificates of liability from external entities when the District uses other third-party properties.
- Coordinate the District alternative transportation program for staff and individuals transporting students in District, rented or personal vehicles, and for staff driving District vehicles.
- Oversee business office supply orders, gather quotes, purchase materials, and coordinate office equipment maintenance.
- Prepare requisitions, check requests and p-card transactions while ensuring compliance with District purchasing guidelines.
- Research and assist with holder reports and unclaimed property claim submissions to WI DOR for uncashed outstanding payroll and accounts payable checks.
- Generate and prepare invoices for external agencies and monitor accounts receivables.
- Respond to vendor inquiries regarding payments, account status, and research/resolve billing discrepancies.
- Assist the Supervisor of Finance and accounting team in coordinating annual audits, and Department of Public Instruction (DPI) monitoring including data and report collection.
- Assist the Supervisor of Finance with planning and coordination of staff training including monthly/annual administrative assistant finance training, new administrator training, and other related events.
- Maintain financial records in strict compliance with state and District records retention schedules.
- Assist with mail distribution for the District Administrative offices as scheduled.
- Perform other duties as assigned by the Supervisor of Finance.
PHYSICAL REQUIREMENTS:
- Prolonged periods sitting at a desk and working on a computer.
- Visual acuity to read fine print, computer screens, and financial documents.
- Ability to lift, carry, push, or pull office supplies and mail bins up to 25 pounds at a time.
Applicants are requested not to contact or send resumes to individual building principals. To be given full consideration, please upload letter of interest, resume, and three letters of recommendation to your WECAN application account.
The School District of La Crosse is an equal opportunity employer and does not discriminate against applicants on the basis of actual or perceived: age, sex, race, religion, national origin, ancestry, creed, socio-economic status, marital status, pregnancy, sexual orientation, gender identity, gender expression, gender nonconformity, physical, mental, emotional or learning disability, citizenship, military service, membership in the National Guard, state defense force, or any other reserve component of the military forces of Wisconsin or the United States, political affiliation, or any other factor prohibited by state and federal law.
The School District of La Crosse encourages applications from all segments of the population. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or government, or against any individual(s) who assist or participate in the investigation of any complaint.
Candidates seeking accommodations during an interview are encouraged to indicate such at the time they are contacted to interview.