Charter School Finance and Operations Coordinator

Charter School Finance; Operations Coordinator

Classification: Non-Exempt / Full-Time

Reports To: Chief School Financial Officer

Salary Range:

$40,000 - $60,000

FLSA Status:

Non-Exempt

Position Summary

The Charter School Finance & Operations Coordinator provides essential back-office financial and administrative support across Mobile Area Education Foundation's (MAEF) charter school portfolio. Reporting directly to the Chief School Financial Officer, this role owns the accounts payable function from invoice receipt through payment processing, with responsibility organized by charter school entity. The ideal candidate brings AP or general accounting experience, intermediate Excel proficiency, and the organizational discipline to manage high-volume transactional work independently. Prior experience in a K-12 school or education environment is strongly preferred.

Key Responsibilities

Accounts Payable

• Receive, review, and code invoices by charter school entity, verifying proper approval, account coding, and cost center assignment prior to entry
• Enter and process AP transactions in the financial system accurately and on schedule; maintain organized vendor files and documentation
• Coordinate with school-level staff to obtain missing documentation, purchase order numbers, or approvals required for payment release
• Assist with check runs, ACH payment preparation, and related payment processing workflows General Finance; Operations Support
• Assist with payroll preparation tasks including timesheet collection, data entry verification, and payroll checklist completion
• Support journal entry preparation and general ledger documentation as directed
• Assist with budget data entry, report preparation, and financial document formatting in Excel
• Cross-reference purchase orders, receipts, and invoices (three-way matching) and flag exceptions
• Support audit preparation by pulling and organizing supporting documentation Email; Communication Management
• Manage a shared finance inbox, triaging and routing incoming invoices, vendor correspondence, and internal requests by priority and school entity
• Respond to routine vendor inquiries regarding payment status; escalate non-routine issues appropriately
• Draft professional email communications on behalf of the finance team as needed Recordkeeping. Organization
• Maintain well-organized digital filing systems for invoices, contracts, and financial records by school and fiscal year
• Track open invoices, pending approvals, and payment due dates using Excel-based tracking logs
• Support month-end and year-end close by providing AP aging reports and documentation packages to the Director

Qualifications

Required

• Associate's degree in Accounting, Business, or a related field, OR equivalent combination of education and experience
• Minimum 2 years of accounts payable or general bookkeeping experience
• Intermediate Microsoft Excel proficiency
• Demonstrated ability to manage high-volume, detail-oriented work independently with minimal supervision
• Strong organizational skills with the ability to maintain multiple entity files simultaneously
• Professional written communication skills; comfort managing a shared email inbox Preferred
• Experience in a K-12 school, charter management organization, or public education environment
• Familiarity with fund accounting concepts or public sector/nonprofit accounting
• Experience with financial systems such as NextGen or similar ERP/accounting platforms

Competencies

• Maintains a high degree of precision in data entry and financial recordkeeping; catches errors before they compound. Accuracy & Attention to Detail
• Proactively manages workload, prioritizes competing deadlines, and requires minimal day-to-day supervision. Self-Direction
• Creates and maintains systems to track open items, approvals, and deadlines across multiple school entities. Organizational Skills
• Handles sensitive financial and personnel information with confidentiality and sound judgment. Professionalism & Discretion
• Works effectively with school-level administrators, vendors, and finance team members to resolve issues promptly. Collaborative Communication

Compensation & Benefits

Salary range: $40,000 - $60,000 annually, commensurate with experience. We offer a competitive benefits package including health insurance, retirement plan participation, and paid leave.