Administrative Assistant- Business Office

Anticipated permanent 12-month Confidential Secretary/Administrative Assistant- Business Office position available, effective on or about February 13, with benefits.
Job Description- Draft
TITLE: Administrative Assistant - Business Office
CATEGORY: Confidential
REPORTS TO: Business Administrator/Asst. Business Administrator
JOB SUMMARY: Performs highly responsible and confidential secretarial and administrative duties to assist the Business Administrator and Assistant Business Administrator with a variety of administrative duties.
QUALIFICATIONS:

• Possesses High School Diploma
• Possesses a minimum of three years of increasingly responsible secretarial experience; Business or Accounting experience preferred
• Microsoft Office (Word, Excel, Powerpoint) and Google Suite experience
• High attention to detail
• Assures compliance with Employment Eligibility, Criminal History Record, Pre-Employment Drug Testing, and Physical Examination/TB Test Standard
• Possesses proficiency in the English language with strong oral and written communication skills
• Possesses ability to deal courteously and tactfully with students, staff, and the public
• Possesses ability to exercise initiative, independent judgment and discretion in performing duties
• Possesses ability to operate a computer, associated software, and other office equipment as assigned
• Possesses ability to maintain high level of confidentiality
• Establishes and maintains cooperative and effective working relationships with others
• KNOWLEDGE OF:
  • Standard operating practices, procedures and equipment
  • Record-keeping and report preparation techniques
  • Business letter and report writing techniques
  • Telephone techniques and etiquette

PRIMARY JOB FUNCTIONS:
The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform the District of any and all reasonable accommodations that will be required.

• Performs all secretarial functions for the Business Administrator and the Assistant Business Administrator, i.e., answers the telephone and takes messages; opens, organizes and distributes mail; distribution, collection and filing of various documents
• Composes, types, proofs, mails and/or files written correspondence and reports for the Business Administrator and the Assistant Business Administrator
• Assists the Business Administrator during collective bargaining including typing, producing and distributing employee collective bargaining agreements
• Establishes and maintains files on all District policies, contracts and agreements and building projects
• Assists the Assistant Business Administrator in preparing, advertising and reviewing bids and specifications
• Maintains all building project files including all certified payrolls and background histories
• Responsible for handling Public Information Requests to the Open Records Officer, including logging, redacting, copying and invoicing
• Coordinates the IU 20 Fixed Catalog Discount Program
• Assist with Food Services including but not limited to: Processing the free and reduced lunch applications in accordance with the NSLP guidelines, Verification, and On-Site Reviews
• Maintains Business Office and related pages on District website and internal Intranet
• Responsible for the Central Administration petty cash fund

Prepares all Board Secretary correspondence including public advertisement of legal notices, Board meeting schedules, workshops, public announcements, bid notifications, etc., on District website, newspaper and other media

• Processes purchase requisitions and purchase orders following the Business Administrator's approval including any revision, approval, encumbrance, printing and distribution
• Prepares and files legal documents with the magistrate for Civil and Private Criminal Complaints
• Conducts notification and maintains files of PSBA insurance for Board members and administrators
• Submits accident reports and claims to the appropriate insurance carrier
• Produces and distributes annual budget books and related data schedules
• Fulfils and tracks requests for tax exempt certificates and W-9s
• Coordinates, verifies and prepares invoices/receipts for payment
• Verifies receipt of required background checks for vendors, independent contractors and third-party individuals
• Maintains regular and timely attendance

SECONDARY JOB FUNCTIONS:

• Maintains supply rooms, storage rooms and copy room for office supply inventory; assists inventory control clerk with central inventory and orders/re-orders
• Maintains vault and archival files
• Attends meetings and trainings as assigned
• Performs related duties as assigned

PHYSICAL DEMANDS:

• Possesses ability to access, input and generate output of data from a computer
• Possesses ability to understand directions and instructions in order to perform duties
• Possesses ability to effectively communicate in order to exchange information

MEASURED IN TERMS OF FREQUENCY - select A, B, C or D for the Lifting & Body Movements
A
B
C
D
NOT AT ALL
OCCASIONALLY
FREQUENTLY
CONSTANTLY
0%
1 - 33%
34 - 66%
67 - 100%
TRANSPORT:

• Up to 10 lbs: C 11 to 20 lbs: C Beyond 20 lbs: B

MOBILITY:

• Demonstrates ability to move about the office to access office equipment and files: D
• Demonstrates ability to position self to work with staff and the public: D
• Demonstrates ability to transport materials and supplies to appropriate locations throughout the office: C

TERM OF EMPLOYMENT: Seven and one-half (7 ½) hours per day - 260 Days per year; Hourly rate of pay and benefits determined by the Northampton Area School Board of Education.
FLSA STATUS: NON-EXEMPT
Northampton Area School District is an equal-opportunity employment, educational, and service organization.