Melinda Spann
Grand Rapids Public Schools
Muskegon,MI
19
years of professional experience
Detail-oriented Accountant skilled in supporting administration and community initiatives. Committed to leveraging a strong work ethic and self-motivation to tackle new challenges while contributing effectively to team objectives.
Work History
Financial Services Coordinator
1 Year 10 Months- Assisted internal stakeholders in the preparation and administration of budgets - including projecting costs for department budgets and local, State and Federal grants.
- Monitored actual and budget revenue and expenses to ensure compliance and fiscal accountability. Highlight any budget issues where expenditures may exceed authorized levels.
- Prepared annual financial statements and reports for State of Michigan grant websites - NEXSYS and MEIS, ensuring compliance with regulations.
- Assisted in the preparation of annual financial statements and other financial reports on the State of Michigan grant websites - NEXSYS and MEIS.
- Assisted in the preparation and review of the monthly financial statements for buildings, departments, and grants.
- Initiated the preparation of various monthly and annual financial reports, including bank reconciliations, for assigned areas of responsibility.
- Reviewed budget proposals to make sure proposals agree with the programmatic narratives, in accordance with the State Accounting Manual.
- Assisted in maintenance of the chart of accounts in coordination with the Director and/or Chief Financial Officer.
- Recommended budget revisions, reporting requirements, and internal controls to enhance operational efficiencies.
- Prepared monthly and annual financial reports, including bank reconciliations, for assigned areas, ensuring accuracy and timely reporting.
- Facilitated the communication of information with other departments both within and outside of the Business Services Division.
- Assisted in maintenance of the chart of accounts in coordination with the Director and/or Chief Financial Officer.
- Participated in relevant training programs designated for continuing education related to school business.
- Developed and presented appropriate fiscal training programs for internal and external customers.
- Interacted with co-workers, administration, scholars, parents, and the community in positive, supportive, and cooperative ways providing a positive image of Grand Rapids Public Schools.
- Maintained current knowledge of all BOE policies, District processes and procedures, and all applicable State and Federal guidelines relating to K-12 education.
- Consistently demonstrated dependable attendance and punctuality.
- Executed various tasks as part of daily operations to support team objectives.
Executive Assistant to the Superintendent
3 Years- Coordinated executive schedules, ensuring efficient time management and prioritization of critical tasks.
- Streamlined communication between administration and staff, enhancing workflow and information sharing.
- Managed confidential documents, maintaining strict adherence to data privacy and security protocols.
- Developed and implemented office procedures, improving operational efficiency across administrative functions.
- Led training sessions for new administrative staff, fostering a collaborative and informed work environment.
- Facilitated board meeting preparations, including budget, agenda creation and documentation distribution for effective governance.
- Evaluated office technology systems to identify areas for improvement, recommending upgrades that enhanced productivity.
- Monitored and maintained all district and school level financial reports, processed accounts payable, processed purchase orders, created/monitored the budget, helped create, maintained and monitored the general ledger, processed/reconciled reimbursements, managed accounting systems at school and state level, verified income and determined eligibility for the School Lunch Program as required by the USDA and State of Michigan, submitted monthly school lunch claims, organized and filed accounts payable paperwork, daily deposits, cash handling, submitted staff payroll, organized and filed staff time sheets, processed benefit paperwork, processed all I9 and tax paperwork, organized, filed and maintained personnel files, ensured all staff members were highly qualified and held correct certifications, performed audits on the school lunch program, maintained.
- Worked with Academy Board of Directors and Superintendent on district/school budget, collecting of investments and revenue per board policy, overseen and monitored risk management ensuring proper levels of coverage per Authorizer/Board policies, creating and posting monthly meeting reminders, created board agendas, dictation of board minutes, created and reported assessment data comparisons, creating and mailing board agendas and packets, reporting student enrollment, development of various reports upon request of the Academy Board of Directors.
- Ensured all Authorizer’s Compliance reports were submitted into the Compliance Cabinet within the due date. Reports included but not limited to Count Day Submission reports, Notice of Open Enrollment, Special Education ISD Plan, School Improvement Plan, Parent, Student and Staff Questionnaires, Employee and Student Handbooks, monthly board meeting minutes. Maintained employee records including fingerprints, state licenses, highly qualified paperwork and professional development hours. Met with authorizer representative for audits.
- Collected, processed and submitted of all Pupil Accounting and General Collection paperwork as required by the Intermediate School District and State of Michigan, met with ISD/State Auditors and monitored and audited teacher attendance taking for accuracy.
- Administered PowerSchool as well as administration of all the Student Information Databases (SID) ensuring all student records were created/updated.
Registrar
1 Year 11 Months- Ensured all State reports were completed and submitted to the state.
- Collected, processed, and submitted General Collection paperwork per requirements of Intermediate School District and State of Michigan, ensuring accurate student count uploaded and certified General Collection reports.
- Met with ISD/State Auditors, and monitored teacher attendance for accuracy.
- Maintained up-to-date student records, administered Student Information Databases (SID) for student enrollment
- Identified and coordinated community services for families, including food banks, free school supplies, utility and mortgage/rent assistance, clothing support, housing location, gas cards, and various other services tailored to family needs.
- Managed student enrollment processes, ensuring accurate data entry and record maintenance.
- Collaborated with faculty to streamline course registration and scheduling procedures.
- Developed and implemented efficient systems for tracking student academic progress.
Accounting Associate/Student Data Specialist
1 Year 7 Months- Processed accounts payable and receivable transactions accurately and efficiently.
- Reconciled monthly financial statements to ensure accuracy and compliance with policies.
- Assisted in preparation of annual budgets, collaborating with cross-functional teams for alignment.Maintained general ledger accounts for all outside vendors and employees.
- Scanned and indexed invoices for the Accounts Payable Department, assisted departments with budget research and planning, processed and distributed payments to vendors, reconciled credit card accounts and reimbursements for school employees.
- Maintained vendor accounts, processed vendor 1099 information, set up vendor accounts.
- Monitored Accounts Payable email, served as point of contact for internal and external customers, and addressed all customer concerns.
- Performed general ledger maintenance for accurate financial records.
- Oversaw 27 schools (22,000+ students); 17 in Michigan, 3 in North Carolina, 3 in Ohio and 1 in Indiana. Back-up for New York, Louisiana and Colorado schools.
- Ensured that state Student Information Databases were updated with National Heritage Academies SID, AtSchool. Worked with internal departments to ensure student records were complete.
- Completed and submitted all state reports for Michigan, Indiana, North Carolina, Ohio, and New York.
- Maintained up-to-date student records and administered the Student Information Databases (SID), including enrolling students, scheduling students, processing address changes, conducting enrollment tie-outs, and tracking suspensions and expulsions.
- Managed website content to ensure all transparency reports were accurate and up to date on each school’s website.
Registrar/Business Manager
2 Years- Monitored and maintained all district and school level financial reports, oversaw and processed state and federal grants, processed accounts payable, processed purchase orders, created/monitored the budget, helped create, maintained and monitored the general ledger, processed/reconciled reimbursements, managed accounting systems at school and state level, verified income and determined eligibility for the School Lunch Program, submitted monthly school lunch claims, organized and filed accounts payable paperwork, daily deposits, cash handling, submitted staff payroll, organized and filed staff time sheets, processed benefit paperwork, processed all I9 and tax paperwork, organized, filed and maintained personnel files, ensured all staff members were highly qualified and held correct certifications, performed audits on the school lunch program, maintained financial records and personnel records, collaborated with auditors and managed substitute teachers and staff to ensure compliance and operational continuity.
- Collaborated with Academy Board of Directors and Superintendent on district/school budget, managed investments and revenue per board policy, ensured risk management compliance with proper coverage levels per Authorizer/Board policies, organized monthly meeting reminders, developed board agendas, dictated board minutes, reported assessment data comparisons, created and distributed board agendas and packets, tracked student enrollment, and generated various reports upon request from Academy Board.
- Ensured all Authorizer’s Compliance reports were submitted into the Compliance Cabinet within the due date. Met with authorizer representative for audits.
- Maintained employee records including fingerprints, state licenses, highly qualified paperwork and professional development hours.
- Ensured 100% compliance of all State reports were completed and submitted to the state.
- Collected, processed, and submitted all General Collection paperwork to the Intermediate School District and State of Michigan.
- Ensured that all student records were up to date, created/administered PowerSchool, administration of all the Student Information Databases (SID), enrolled and input students into the SID and Special Education system.
- Maintained front office/facility operations, supervised fifteen employees, assisted Superintendent, Dean of Students, Director and school staff with all requests, answered multi-line phones, created/distributed weekly/monthly newsletter, distribution of memorandums to staff, parents and students from administration, distribution of incoming and outgoing mail, student medication distribution and submission of weekly Communicable Disease report submission.
- Ensured all MEAP/MME and NWEA student data was correct, created teacher data reports for differentiated and small group instruction, monitored MEAP/MME and NWEA testing and student achievement, created instructional groups according to student achievement, created and distributed assessment materials.
- Helped find community services for families including but not limited to food banks, free school supplies, programs to help with utilities and mortgage/rent payment, clothing assistance, locating housing, gas cards, and many other services depending on the family’s needs.
- Coordinated and promoted fundraising events, designed enrollment advertisements including posters, fliers, billboards, and website content, and organized community events to enhance engagement and support.
- Developed Professional Development calendar with teacher/staff schedules and itineraries, created yearly school calendar, monitored drill log, organized minutes from Professional Learning Committees, Common Planning times, School Improvement Plan, and staff meetings, and analyzed feedback from parent, student, and staff questionnaires.
Office/Business Manager/Assistant Manager
3 Years 9 Months- Monitored and maintained all district and school level financial reports, oversaw and processed state and federal grants, processed accounts payable, processed purchase orders, created/monitored the budget, helped create, maintained and monitored the general ledger, processed/reconciled reimbursements, managed accounting systems at school and state level, verified income and determined eligibility for the School Lunch Program, submitted monthly school lunch claims, organized and filed accounts payable paperwork, daily deposits, cash handling, submitted staff payroll, organized and filed staff time sheets, processed benefit paperwork, processed all I9 and tax paperwork, organized, filed and maintained personnel files, ensured all staff members were highly qualified and held correct certifications, performed audits on the school lunch program, maintained financial records and personnel records, collaborated with auditors and managed substitute teachers and staff to ensure compliance and operational continuity.
- Worked with Academy Board of Directors and Superintendent on district/school budget, collecting of investments and revenue per board policy, overseen and monitored risk management ensuring proper levels of coverage per Authorizer/Board policies, creating and posting monthly meeting reminders, created board agendas, dictation of board minutes, created and reported assessment data comparisons, creating and mailing board agendas and packets, reporting student enrollment, development of various reports upon request of the Academy Board of Directors.
- Ensured all Authorizer’s Compliance reports were submitted into the Compliance Cabinet within the due date. Met with authorizer representative for audits.
- Maintained employee records including fingerprints, state licenses, highly qualified paperwork and professional development hours.
- Ensured 100% compliance of all State reports was completed and submitted to the state.
- Collected, processed and submitted of all General Collection paperwork as required by the Intermediate School District and State of Michigan.
- Ensured that all student records were up to date, created/administered PowerSchool, administration of all the Student Information Databases (SID), enrolled and input students into the SID and Special Education system.
- Maintained front office/facility operations, supervised fifteen employees, assisted Superintendent, Dean of Students, Director and school staff with all requests, answered multi-line phones, created/distributed weekly/monthly newsletter, distribution of memorandums to staff, parents and students from administration, distribution of incoming and outgoing mail, student medication distribution and submission of weekly Communicable Disease report submission.
- Ensured all MEAP/MME and NWEA student data was correct, created teacher data reports for differentiated and small group instruction, monitored MEAP/MME and NWEA testing and student achievement, created instructional groups according to student achievement, created and distributed assessment materials.
- Assisted families in locating essential community services and resources. community services for families including but not limited to food banks, free school supplies, programs to help with utilities and mortgage/rent payment, clothing assistance, locating housing, gas cards, and many other services depending on the family’s needs.
- Coordinated, advertised and oversaw fundraising events, created enrollment advertisements including posters, fliers, billboards, newspaper, website, door-to-door marketing for enrollment, coordinated, advertised and overseen community events.
- Helped create Professional Development calendar including teacher/staff schedules/itineraries including guest speakers/presenters, created yearly school calendar, created and monitored drill log, collected and organized minutes from Professional Learning Committees, Common Planning times, School Improvement Plan and staff meetings, creating and analyzing parent, student and staff questionnaires.
Education
Bachelor of Arts Program - Business Administration
Certificate - Medical Coding
Diploma
Skills
Budget management
Over ten years of experience with District and school level Pupil Accounting reporting including collection and submission of all paperwork and reports as well as internal and Intermediate School District audits
with a strong knowledge of state laws and regulations
State compliance reporting
Audit compliance
Data analysis for improvement
Over ten years of experience with District and school level Pupil Accounting reporting including collection and submission of all paperwork and reports as well as internal and Intermediate School District audits
with a strong knowledge of state laws and regulations
Student enrollment strategies
Board and community collaboration
Over seven years supervisory experience
including office management
transportation
food service and custodian management and overseeing the facility
Experienced in recording minutes and creating agendas
Self-motivated and capable of managing office operations
Time management skills
Customer service expertise
Education Compliance Knowledge
Homeless liaison support
Qualifications
- Over twenty years of solid Customer Service experience with exemplary skills working with a variety of people and situations while maintaining courtesy while working under pressure
- Over ten years of experience working with Board of Directors, Administrative staff, educational staff, community, parents, and students
- Over seven years of experience creating/managing/monitoring district/school level budgets and general ledger accounts, Title I and Title IV accounts, overseeing/monitoring district/school level risk management and Authorizer Compliance, scheduling, managing school level, ISD and State accounting systems, purchase order/invoice processing, marketing, money handling, accounts payable/receivable and billing, online postings and bookkeeping, payroll and benefit paperwork submission and human resource duties
- Over seven years supervisory experience, including office management, transportation, food service and custodian management and overseeing the facility
- Over ten years of experience implementing and administering School Information Databases including enrollment, application processing, scheduling, transfers, attendance, suspensions, and expulsions and IEP Verification
- Over ten years of experience with District and school level Pupil Accounting reporting including collection and submission of all paperwork and reports as well as internal and Intermediate School District audits, with a strong knowledge of state laws and regulations
- Over ten years of experience reporting 100% State Compliance, including reports submitted to the Intermediate School Districts and to the State
- Over ten years monitoring/enforcing student enrollment including Truancy Officer, creating/implementing strategies to ensure student enrollment/parental involvement
- Experienced in creating of data reports/surveys, analyzing data, and creating strategies for school improvement, customer/parental involvement, and student achievement
- Experienced with audits and auditors
- Over seven years as Homeless Liaison, finding community support as well as programs and services to help families in need
- Experienced in creating Professional Development schedules/itineraries
- Experienced in training staff on programs and software
- Strong knowledge of HIPPA laws and regulations as well as office confidentiality policies, rules, and regulations
- Experienced with website updating, electric and paper filing and record maintenance
- Skilled in data entry and 10-key with the ability to type 50-55 WPM
- Skilled in office procedures and administrative program support
- Experienced in recording minutes and creating agendas
- Extremely time managed, organized and work well under deadlines
- Self-motivated and capable of managing office operations
- Exceptional versatility and adaptability, learning new responsibilities quickly and follow directives
Timeline
Financial Services Coordinator
Grand Rapids Public Schools
09.2024 - 07.2026Read More
Executive Assistant to the Superintendent
Muskegon Heights Public School Academy System
08.2021 - 08.2024Read More
Registrar
Forest Hills Central High School, Cascade, Michigan
03.2015 - 02.2017Read More
Accounting Associate/Student Data Specialist
National Heritage Academies, Grand Rapids, Michigan
08.2013 - 03.2015Read More
Registrar/Business Manager
WayPoint Academy, Muskegon, Michigan
06.2011 - 06.2013Read More
Office/Business Manager/Assistant Manager
Choice Schools Associates LLC
09.2007 - 06.2011Read More
Union High School
Diploma
Read More
Everest Institute
Certificate from Medical Coding
Read More
Ashford University
Bachelor of Arts Program from Business Administration
Read More