Counseling Administrative Assistant/Accounts Payable

Couselor Administrative Assistant
 
Position Purpose
Under the direct supervision of the principal, and as assigned by the Counselor, to provide clerical, secretarial and administrative assistance to the Counselor at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.
Essential Functions

• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Answers telephone calls, and provide information and assistance to callers.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Sub when needed
• Coordinate Testing Wy-Topp, Map, ACT, Guest Service Gold
• Organize Career Fair
• Coordinate with outside stakeholders on Careers and Opportunities
• MS Student Council Advisor
• Social Media Coordinator
• 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, word counts, etc. for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors, consultants, translators, or others as needed to reconcile.
• Assists in inputting and maintaining all data and information into the accounting system regarding accounts payable.
• Reconciles accounts payable invoice batches, and processes payment checks or wire payments as directed.
• Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.
• Maintains accounts payable records for accurate and up-to-date filing and recordkeeping.
• Composes correspondence to clients as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.
• Any other duties assigned by the principal

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
                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.
 
Travel Requirements
Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Ability to maintain confidentiality of information regarding school district financial and other information.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards
Works in standard office and school 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:

• High School Diploma 

Lincoln County School District No. 1 does not discriminate on the basis of race, color, national origin, sex, age, disability, or religion in its programs and activities. Inquiries concerning Title VI, Title IX, Section 504, and ADA may be referred to Lincoln County School District No. 1 Civil Rights Coordinator, PO box 335 Diamondville, Wyoming 83116, (307) 877-9095, or the Office for Civil Rights, Region VIII, U.S. Department of Education, Federal Building, Suite 310, 1244 Speer Blvd., Denver, Colorado 80204-03582, (303) 844-5695 or TDD (303) 844-3417,  OCB.Denver@ed.gov.