Business Office Administrative Assistant

Position Type:
Secretarial/Clerical/Secretary - 238 days
Date Posted:
11/30/2023
Location:
District Office
Date Available:
11/30/2023
BUSINESS OFFICE ADMINISTRATIVE ASSISTANT
237 DAY CONTRACT, JULY THROUGH JUNE
INSURANCE, RETIREMENT BENEFITS, PAID TIME OFF
Compensation package found here
STARTING AT: 49,407 PER YEAR, DOE
REPORTS TO:
Business Manager, Executive Director of Resources
NATURE AND SCOPE OF JOB:
This role plays a crucial part in ensuring the smooth day-to-day operations of our Business Office and district wide operations. The ideal candidate will be proficient in office management, possess excellent communication skills, and be able to handle a variety of administrative tasks with precision and efficiency.
ESSENTIAL JOB FUNCTIONS

• Maintain and organize physical and electronic files, ensuring accuracy and accessibility.
• Assist in data entry and record-keeping tasks to support efficient business operations.
• Compile and analyze data to generate reports for management review.
• Serve as a primary point of contact for internal and external inquiries, providing excellent customer service.
• Address and redirect inquiries or issues to the appropriate department or personnel.
• Manage office supplies, inventory, and equipment, ensuring a well-maintained and organized work environment.
• Work closely with other administrative staff to streamline processes and improve office efficiency.
• Communicate effectively with team members, executives, and external contacts.
• Processes invoices, purchase orders, reimbursement requests using the accounting system.
• Interacts with school staff to verify receipt of goods and services.
• Process direct payments when no purchase order is issued (e.g. utility, phone).
• Reconciles monthly statements from vendors and researches problem invoices, receipts.
• Maintain a filing system for all projects of the school district, including those funded by grants, federal, state, local funding sources.
• Help set up annual budgets and prepare journal entries for posting to GL.
• Prepare information for annual audits.
• Keep the Business Manager and Executive Director of Resources advised of pertinent issues related to duties.
• Other job duties as assigned.

KNOWLEDGE, SKILLS AND ABILITY:

• Excellent written and verbal communication skills.
• Ability to work with various personality types.
• Ability to follow and successfully complete written and oral directions.
• Ability to communicate clearly and positively with various members of the school community.
• Strong secretarial skills and office operations including, but not limited to, typing, filing, operation of office equipment, phone handling, and working with the public.
• Computer skills should include working knowledge of Microsoft products, Excel, and Google suite. Also necessary is the ability to quickly become proficient at working with the district information system and bookkeeping systems.
• Possess sound emotional judgment.
• Maintain confidentiality with all information pertaining to the school district, staff, students, vendors, etc.
• Strong organizational skills that enable multitasking.

EDUCATION, LICENSURE, CERTIFICATION, OR FORMAL TRAINING

• High School Diploma or equivalency.
• Bachelor's Degree and/or two years clerical or related education preferred.
• A combination of education and experience which demonstrates the ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working in a school district is desirable.

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.

• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods. Hearing: (which may be corrected) to answer telephones; to tolerate noisy conditions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Lower Body Mobility: bend at waist; stoop; sit for prolonged periods of 1 hour.
• Strength: to lift, push, pull and/or carry objects which weigh as much as 15 pounds on an occasional basis; to lift, push, pull and/or carry objects which weigh as much as 25 pounds on an occasional basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.
• Mental Requirements: read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; understand, apply and interpret information; math skills at a high school proficiency level; the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compile and coordinate information and records; decision making skills.

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 normally low to moderate but may become loud when large groups are together in a room. The employee may be required to move from room to room and may have to maneuver in crowded hallways. Duties are typically performed indoors and occasionally outdoors, such as playground duty or when students are boarding or unloading buses. The employee may be exposed to unpredictable weather conditions. This position is typically performed in a hazard free, clean, and healthy environment.
DISCLAIMER:
This job description identifies primary responsibilities and is not intended to be a complete list of all tasks and activities. This job description is subject to change in response to student demographics, staffing factors, funding variables, modified operating procedures, and/or program/curriculum changes as directed by the Superintendent(s) or designee(s) of Teton County School District #1.
NOTICE OF NONDISCRIMINATION: The Teton County School District does not discriminate on the basis of age, sex, race, color, religion, national origin, sexual orientation, gender identity or disability in admission or access to, or treatment or employment in, its programs and activities. Any person having inquiries concerning the school's compliance with the regulations implementing the Americans with Disabilities Act (ADA) or Section 504 of the Rehabilitation Act of 1973 (Section 504) is directed to contact the Civil Rights Compliance Officer (Communications Coordinator), at the office of the School District , 307-733-2704, titleix@tcsd.org, or PO Box 568, 1235 Gregory Lane, Jackson, WY 83001.