Fiscal Assistant

Job Description:

CPDLF has an opening on our Operations Team for a Fiscal Assistant! This position is between 25 and 35 hours per week depending on the tasks to be completed for that week and may be a contract position or as a CPDLF employee. The work can be completed while working remotely but will require excellent communication skills and a high level of attention to detail. Compensation will be based on experience, level of education, and skills and abilities. Please see below for a full list of responsibilities.

CPDLF is a 24/7 asynchronous K to 12 PA cyber school that serves learners and families across the state of PA. Learners have access to their learning platforms at all times and are encouraged to take ownership of their learning. Our main office is located in Altoona, PA and we have Drop In Learning Centers in the Altoona Logan Valley Mall and in Stroudsburg, PA.

The CPDLF Team values developing strong, personable connections with each learner and their family. A personal touch sets us apart and is essential to fostering positive relationships. We are constantly searching for ways to connect, engage, and empower our learners in person whether virtually or face to face. To us, each person matters. To us, each person whether child or adult deserves the best opportunities to learn and grow. Our learning organization strives to individualize learning for everyone involved.

Candidates selected for hiring or contracting must have all of their paperwork, clearances, and other new hire tasks completed immediately upon hiring. Acceptable PA State Police, Child Abuse, FBI Clearances, and Act 168 forms required to be hired. Contractors are exempted from the Act 168 form only.

If you have any questions, please contact hr@cpdlf.org.

Start Date: Position available July 1, 2025. Applications due by EOD May 26, 2025

CPDLF is an Equal Opportunity Employer

Fiscal Assistant Job Responsibilities

Qualifications

• Associates degree or higher in Business Administration/Accounting or similar related discipline
• An understanding of governmental accounting and generally accepted accounting practices
• School District financial experience preferred
• Strong communication skills
• Strong organizational skills
• Proficiency in using computers and software to complete accounting tasks
• Such alternatives to the above qualifications as the school may find acceptable and reasonable

Scope of Services

The selected individual will be responsible for performing the following fiscal functions in alignment with generally accepted accounting principles (GAAP), state and federal regulations, and board policies:

A. Accounting & Financial Management

• Maintain a chart of accounts compliant with Pennsylvania Department of Education (PDE) requirements.
• Process and monitor accounts payable and receivable.
• Prepare and reconcile monthly financial reports, including bank reconciliations.
• Prepare and submit the Annual Financial Report (AFR) to PDE.
• Facilitate the annual financial audit performed by a contracted CPA firm.
• Implement an accounting system that includes the ability to create and process purchase orders aligned with the budget and provide monthly expense reports by department.
• Support development of multi-year financial forecasts, as requested.
• Ensure the integrity of the general ledger and complete year-end closeout procedures.
• Invest the funds of the school in accordance with state law and district policy to ensure effective cash flow in a manner that provides maximum returns at minimum risk.
• Assist in the evaluation of computer hardware and software systems to complete the financial operations of the school.
• Develop and implement policy in the area of school financial, generally accepted accounting practices, and related activities.

B. Payroll & Human Resources Support

• Process payroll and ensure compliance with federal, state, and local tax regulations.
• Assist with salary adjustments and benefits administration.
• Prepare required reports for Public School Employee Retirement System (PSERS) and 403(b) plans.
• Ensure timely submission of all payroll-related federal, state, and local reports, including tax filings and retirement contributions.
• Coordinate with third-party payroll processing platforms, if used, and ensure data integrity.
• Maintain adequate documentation for all payroll transactions.

C. Tuition Billing Services

• Maintain student enrollment data for accurate tuition billing.
• Prepare and submit monthly tuition invoices to school districts, reconcile payments, and follow up on delinquencies.
• Prepare and submit Unipay requests to PDE as necessary.
• Prepare and send year end reconciliation statements to school districts.
• Ensure compliance with Pennsylvania Department of Education (PDE) tuition rate calculations.
• Assist with enrollment verification processes and PDE-363 rate validation as needed.

D. Grant & Compliance Reporting

• Assists CEO in preparing grant applications.
• Prepare and maintain accurate fiscal documentation for all federal and state grant programs, including Egrants submissions, FERs, and cash-on-hand reports.
• Assist with grant tracking and monitoring.
• Ensure accurate and timely federal and state financial reporting.
• Support financial aspects of federal and state monitoring reviews and audits.

E. Board & Committee Meeting Attendance

• Attend regularly scheduled Board meetings, as well as any additional meetings scheduled by the Board.
• Prepare for and attend Board Finance Committee meetings when scheduled.
• Prepare and present monthly financial statements and respond to questions from the Board and Finance Committee.

F. Budgeting

• In collaboration with the CEO, prepare the annual school budget and present it for approval and adoption by the Board.
• Establish a system of control for budget execution and monitoring.
• Prepares budget transfers for submission to the board as may be required.

G. Purchasing

• Oversee all purchasing for the school.
• Facilitate online bill payments.
• Obtain quotes and bids in accordance with established purchasing policy and state laws.
• Monitor and reconcile credit card transactions

This position reports to the CEO and may include other duties as assigned by the CEO.