Administrative Secretary - Business Services

TITLE: Administrative Secretary - Business Services
QUALIFICATIONS:
Ability to:

• Perform a variety of complex clerical and secretarial work involving use of independent judgment and requiring accuracy and speed.
• Devise or adapt office procedures in response to changing organizational needs.
• Make clear and comprehensive reports and keep complex records.
• Proficiently operate standard office equipment.
• Read, understand, and explain technical policies and materials.
• Analyze situations accurately and make decisions in procedural matters without immediate supervision.
• Understand and carry out oral and written instructions.
• Maintain cooperative working relationships with those contacted in the course of work.
• Type at a net corrected speed of 50 words per minute.

Experience/Education:

• Equivalent to the completion of 12th grade, supplemented by courses in office practices.
• Experience in office setting. Specifically, business operations, management, secretarial responsibilities. Public school or school district office setting preferred.
• Proficient usage of English (spelling, grammar and punctuation)
• Proficient with technology and software applications including word processing, presentation preparation, spreadsheet/database, and Internet access.
• Office organization, procedures and practices.
• Proper use of receptionist and telephone techniques.
• Bilingual Preferred (Spanish, English)

REPORTS TO: Executive Director of Business Services
JOB GOAL: Aids the Executive Director of Business Services in successfully carrying out department responsibilities and providing backup support to other business functions.
ESSENTIAL FUNCTIONS/PERFORMANCE RESPONSIBILITIES:

• Provides a positive district image for all who desire information and/or services.

• Performs a wide variety of skilled secretarial and clerical work, including typing, proofreading, filing, checking, and recording information.
• Communicates with a wide variety of staff, students and community members.
• Tracks and arranges meetings, appointments, and interviews. Maintains calendar of department events.
• Screens calls and visitors; screens incoming correspondence routed to administrator for priority and background information.

• Receives and records financial transactions in the proper District records.
• Review and ensure proper documentation for travel reimbursement requests to maintain compliance with USFR guidelines.
• Receives and maintains paperwork for Tax Credit Donations and all other Donations.
• Invoices corresponding vendors as well as keeps track of invoice and payment status.
• Manage and maintain documentation for district wide facility agreements.
• Participate in meetings, in-service training, workshops for the purpose of providing support or gathering information required to perform job functions.
• Maintains financial information, files, and records in an organized manner.
• Assists auditors and Business Services with providing and organizing proper documentation during audits.
• Informs and trains other staff/outside parties of procedural requirements for processing transactions/deposits, amongst others.
• Deposit funds collected with the County Treasurer for the purpose of receiving and documenting money in compliance with District and state rules, guidelines, and statutes.
• Prepares and compiles various departmental records and reports.
• Prepare necessary purchase requisitions for Business Services.
• Perform other job-related duties as assigned.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to walk.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
TERMS OF EMPLOYMENT:
Twelve months, beginning salary Grade Six on the Classified Hourly Placement Schedule. Employee benefits in accordance with Board policies.
EVALUATION:
The performance of this job will be evaluated in accordance with Board policy on evaluation of support staff personnel.