Central Office Administrative Professional/Secretary
 

Primary Purpose

Under the direct supervision of the Chief Operations Officer, to assist in the administration of the school district's accounts payable function, payroll function, and general accounting in conformance with school district policies and practices as well as applicable laws and regulations.  

Essential Functions

• Assists in administering the school district's accounts payable function, including the processing of purchase orders and invoices for payment, and inputting and maintaining data and information into the accounting system regarding accounts payable to ensure records are accurate and up-to-date.
• Researches discrepancies regarding the accuracy of invoice amounts, for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors, consultants, translators, or others as needed to reconcile.
• Inputs and maintains all data and information into the accounting system regarding accounts payable.
• Maintains accounts payable records for accurate and up-to-date filing and recordkeeping.
• Composes correspondence as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.
• Maintains inventory of General Fund assets.
• Reconciling accounts
• Assists with maintaining data in software including timekeeping and staff absences.
• Assists in processing payroll information in accordance with established practices; ensuring accurate program and funds distribution for timely and accurate payment of district employees.
• Inputs and maintains all information into the payroll processing system regarding federal and state taxes, as well as all deductions (e.g., retirement, health insurance, dues).
• Researches discrepancies of payroll information and/or documentation for the purpose of ensuring accuracy and implementing corrective measures, as necessary.
• Assist with updating payroll information (e.g., changes to wages/salaries, deductions) annually as needed.
• Inputs information regarding attendance for posting and reporting.
• Composes a variety of materials (e.g. reports, memos, letters, procedures, manuals, etc.) for the purpose of documenting activities, providing written reference and/or conveying information regarding expenses, balances, etc.
• Other duties as assigned.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of Central Office processes.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Uses calculating devices.

Knowledge, Skills and Abilities

• Knowledge of accounting and bookkeeping principles.
• Organizational and time management skills.
• Ability to report work orally or in writing to supervisor as required.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
• Ability to problem-solve job-related issues.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding school district financial and other information.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to work well independently and with others.

Physical and Mental Demands, Work Hazards

Works in standard office building environments.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:

Associates or Bachelor's Degree in Accounting or related field, with coursework in business, math, accounting, and bookkeeping and record keeping.

Some successful bookkeeping or accounting experience preferred.

Culture

We are a culture of collaboration that supports Professional Learning Communities (PLC):

"An ongoing process in which educators work collaboratively in recurring cycles of collective inquiry and action research to achieve better results for the students they serve. Professional learning communities operate under the assumption that the key to improved learning for students is continuous job-embedded learning for educators."

--Richard DuFour

FLSA Status:    Non-exempt