FINANCE DEPARTMENT Administrative Assistant

 

GENERAL STATEMENT OF JOB:

Under limited supervision, performs various routine-to-complex secretarial, accounting and bookkeeping work to ensure efficient and effective office operations. Provides assistance to the business department, co-workers, food service, district administrators  and the general public as required.

 

Reports to: Chief Financial Officer or other assigned administrator.

 

Requirements: Must have excellent computer skills.

 

MINIMUM TRAINING AND EXPERIENCE:

Preferred: Associates Degree, with an emphasis in accounting, bookkeeping, secretarial science, or related field. Three years of secretarial experience. Prior accounting experience is strongly preferred. Must be able to type with speed and accuracy. Exceptional filing, organizational, and record-keeping skills. Excellent computer skills with Microsoft Office and Excel software. Ability to work effectively with minimal direct supervision. Ability to work effectively with staff and the general public. Outstanding verbal and written communication skills.  Must possess a valid state driver's license.

 

ESSENTIAL JOB FUNCTIONS:

Assists supervisor and other department staff by performing a variety of secretarial and accounting duties, which may include but are not limited to composing routine reports and correspondence, preparing reports and correspondence from dictation, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings and maintaining calendars, maintaining computer record-keeping operations, establishing and maintaining filing systems, making travel arrangements, etc. Attends meetings as required; records, transcribes, prepares and distributes meeting minutes; prepares meeting agendas.

Prepares, types, copies, files, transmits and/or mails various routine and confidential letters of correspondence, forms, records and reports.

Performs routine clerical duties as necessary, including copying and filing documents, collating materials, faxing information, maintaining logs and mailing lists, processing mail, ordering supplies, etc.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Greets office visitors and performs customer/public service duties as required. Perform various other bookkeeping duties, including but not limited to assisting with budget preparation, financial reports, processing invoices and requisitions, balancing accounts.

Performs computer data entry to record and retrieve information; generates computer reports as required.

Responds to inquiries and requests for assistance from school personnel, parents, other districts and agencies, and the general public.

Prepares and/or processes various documents, which may include food service records, spreadsheets, budget documents, requisitions and other finance documents, schedules, various reports, various logs and lists, various forms, memos, correspondence, etc.

Operates and maintains a variety of equipment, which may include a computer, printer, scanner, copier, fax machine, telephone, two-way radio, laminating machine, calculator, etc.; uses clerical, computer and bookkeeping supplies, and other supplies.

Interacts and communicates with a variety of individuals and groups, which may include the immediate supervisor, other District administrators and staff, school personnel, students, parents/guardians, sales representatives, various outside organizations and professionals, and the general public.

 

ADDITIONAL JOB FUNCTIONS:

Assists with projects, programs and events as requested.

Runs errands as requested.

May perform special duties as requested.

Maintains clean and orderly work areas.

Performs related duties as required.

 

Terms of Employment: 240 days per school year on secretary salary scale

 

Salary to be established based on degree and years of experience.

 

College transcripts, three references, and a copy of appropriate credentials should also be submitted during the application process.

 

Starting Date: 1/6/2025

 

Required Testing: Recent TB Test upon selection

 

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Support Service Personnel.

 

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.