ROLE AND PURPOSE: To provide administrative support to the Executive Director of Financial Services. Be knowledgeable of district policies and procedures and provide financial services support to campuses and departments and all levels of district employees.

QUALIFICATIONS:    

Education/Certification:

• High School Diploma or equivalent from an accredited institution (required).

Experience:        

• Progressive clerical/secretarial experience in the school district, data entry skills, and general office work.
• Demonstrated organizational skills.

Special Knowledge/Skills:

• Proficient skills in Microsoft Office products such as Excel, Word, PowerPoint, Publisher.
• Effective communication, interpersonal, and training skills.
• Basic file maintenance and math skills.
• Typing and data entry skills.
• Ten-Key by Touch.
• Knowledge of proficiency of District software and mainframe computer operations.
• Knowledge of accounting.
• Ability to read and comprehend instructions and prepare short correspondence and memos.
• High level of attention to detail.
• Organize work and set priorities to meet deadlines.

MAJOR RESPONSIBILITIES AND DUTIES:  

I. ADMINISTRATIVE SUPPORT:

• Perform office duties as needed, such as scheduling of meetings, word processing, spreadsheet, and charts.
• Desktop publishing of all materials related to the Financial Services (Official Budget Book, Organizational Budget Summaries, Business Office Procedures Manual, all business office forms, etc.).
• Monitor and ensure the Financial Services website is up to date with current information and required internet postings.
• Greet visitors, receive, and direct incoming calls, take reliable messages, and answer questions, as able, routing issues to appropriate staff for resolution, always addressing problems in a prompt, courteous, and cooperative manner.
• Make registration and travel arrangements for professional development events for departmental staff.
• Assist the accounting, budgeting, purchasing, accounts payable, grants, payroll departments when necessary.
• Collect pertinent data and organize it into usable form, prepare memoranda, reports, agendas, agenda items, and other communications as directed.
• Provide support and basic training to district paraprofessionals on processing financial transactions.
• Communicate and provide financial information in an understandable form for campuses, departments, and other agencies using both written and verbal skills.
• Organize training activities, to include coordinating with all financial services departments, creating, copying, and distributing materials, and setting up refreshments and facilities.
• Assist in the financial audit processes by providing clerical support through scheduling, preparing confirmation letters, monitoring checklists, and other duties as needed.
• Handle special administrative projects, as well as overflow work from finance operations staff and other district departments, as needed.
• Perform other duties and responsibilities as may be assigned. Prepare correspondence, forms, reports, manuals and handouts for the finance director and other department staff members.
• Schedule and maintain online calendar.
• Maintain confidentiality of information at all times.
• Update files in SharePoint to reflect updated information.
• Assist with the annual budget preparation, submission and approval process, as well scheduling budget meetings.
• Perform routine bookkeeping tasks, manage spending of funds, and maintain department budget records.
• Prepare and process purchase orders, check requests, work orders, reconciliations and other business related transactions.
• Order and maintain inventory of office supplies.

II. SUPERVISORY RESPONSIBILITIES:

• None

III. EQUIPMENT & SOFTWARE SKILLS:

• Personal computer, printer, fax machine, copier, scanner, and calculator.
• Microsoft Office applications (Word, Outlook, Excel, PowerPoint, One Drive, etc.)
• Google Suite applications (Docs, G-Mail, Sheets, Slides, Drive, etc.)

IV. WORKING CONDITIONS:

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including computer and peripherals; standard instructional equipment
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress