Job Description
Position Title
Finance Support/Secretary
Department
Finance/Administration
Reports To
MSESC Business Official and Executive Director
Employment Status
Full-Time (240 day)
Job Summary
The Finance Support/Secretary is responsible for providing comprehensive financial and administrative support, including payroll processing, accounts payable functions, insurance administration, and grant financial support. This position requires a high level of accuracy, organization, confidentiality, and reliability. The individual must demonstrate a proven record of attendance and punctuality while maintaining compliance with internal policies and applicable regulations.
Essential Duties and Responsibilities
Payroll Administration
- Assist payroll clerk with preparation, processing, and verification of payroll on a scheduled basis
- Maintain accurate payroll records, including earnings, deductions, benefits, and leave balances to support payroll administration
- Review and verify timesheets for accuracy, completeness, and policy compliance
- Support payroll-related reporting, reconciliations, and year-end activities
Accounts Payable
- Process vendor invoices, purchase orders, and employee reimbursements
- Verify invoices for accuracy, proper authorization, and correct accounting codes
- Maintain vendor files and resolve billing discrepancies
- Prepare and process payments via check, ACH, or other authorized methods
- Assist with reconciliation of accounts payable and support month-end close
Insurance Administration
- Assist Business Official with maintaining records for all organizational insurance policies, including health, liability, workers’ compensation, and property coverage
- Assist with policy renewals, audits, premium payments, and claims reporting
- Maintain insurance certificates and compliance documentation
- Coordinate communication with insurance carriers, brokers, and internal stakeholders
Grant and Funding Support
- Assist program coordinators with financial tracking and monitoring of grants and restricted funds
- Maintain grant budgets, expenditure records, and compliance documentation
- Support preparation of financial reports required by grantors and funding agencies
- Monitor expenditures to ensure compliance with grant requirements
- Assist with grant audits, reviews, and funding agency inquiries
Financial and Administrative Support
- Maintain organized, accurate financial records and supporting documentation
- Assist with account reconciliations and internal financial reporting
- Support budget tracking and variance analysis
- Ensure compliance with internal financial controls and policies
- Collaborate with internal departments, vendors, funders, and external partners
- Perform related duties as assigned
Required Qualifications
- Minimum of two (2) years of experience in payroll, accounts payable, or financial administration
- Proven track record of dependable attendance and punctuality
- Strong organizational, time-management, and attention-to-detail skills
- Experience or familiarity with insurance administration and/or grant financial tracking
- Working knowledge of accounting or payroll software (e.g., QuickBooks, WVEIS, ADP, Paychex, or similar)
- Proficiency in Microsoft Excel, Word, and Outlook
- Ability to handle sensitive and confidential information with discretion and professionalism
Preferred Qualifications
- Associate degree in Accounting or a related field
- Experience in nonprofit, government, education, or public-sector financial environments
- Knowledge of basic accounting principles and compliance requirements
- Experience with grant reporting, audits, or externally funded programs
- Strong written and verbal communication skills
Core Competencies
- Accuracy and attention to detail
- Organization and record management
- Reliability and dependability (Proven track record of attendance and punctuality)
- Confidentiality and integrity
- Time management and prioritization
- Interpersonal and communication skills
Physical and Work Environment
- Typical office environment requiring prolonged sitting and computer use
- Ability to handle standard office equipment
- May require working with sensitive information
Disclaimer
This job description is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Management reserves the right to modify or assign other duties as necessary.
How to Apply
Send Application & Resume:
Ms. Jan Hanlon, Executive Director
Mountain State ESC
501 22nd Street Dunbar, WV 25064
Or download the application Job Postings at Mountain State Educational Cooperative Services (mountainstateesc.com) and submit along with support documents via email to rjpreece@k12.wv.us
Resume Must Include:
- List of educational institutions attended, course of study, dates attended, and certificates earned.
- List of employers for the past ten years, including address and name of immediate supervisor(s).
- Description of responsibilities/work experiences in previous employment.
- Alignment of work experience with posted Job Description.
- List of at least three (3) references including addresses and telephone numbers.
Mountain State ESC does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy and gender identity), sexual orientation, genetic information, disability or age.
Mountain State Educational Services Cooperative 2026