Board of Education Administrative Assistant

QUALIIFICATIONS:

Education: Minimum of high school diploma or equivalent
Experience: 1-3 years in field with financial background

REPORTS TO: Superintendent/Financial Director

RESPONSIBILITIES:

The duties and responsibilities of the administrative assistant/bookkeeper of a system are such as those in the list below, but they may be increased, decreased, and otherwise modified

Handles correspondence and clerical work for administration/office

Receives and processes purchase order requisitions from schools, departments, maintenance and transportation. Determines the most appropriate method of procurement after formal approval by the finance director and/or superintendent. Receives incoming orders and matches against purchase orders

Interacts frequently with vendors and delivery personnel. Maintains vendor list on Genesis and works closely with accounts payable to maintain accurate records

Assists all staff in assuring that due process is followed in purchasing procedures as outlined by State Purchasing Policies set by State Department of Education and Local Board of Education Policies. Stays well informed regarding procedures and purchasing on Genesis

Monitors inventory of the supply room, and prepares purchase orders for office, computer and routine supplies and insures that required items are in stock as needed

Maintains postage meter and processes outgoing mail

Records all incoming checks and takes deposits to the bank

Attends and participates in meetings and trainings as required

Works with auditors as needed

Assists worker’s comp administrator with filing worker’s comp claims and any necessary communication required

Maintains all background check information for the school system (i.e., employees, volunteers, etc.)

Follows state protocol for budgets and handling monies as assigned by the system finance director

Central office notary

Keeps the office neat and clean

Exhibits courtesy and a professional attitude at all times in dealing with the board, school administration, fellow employees, parents, students, and the public

Demonstrates prompt and regular attendance

Maintains confidentiality and professionalism regarding students and school system affairs

Works effectively and cooperatively with administrators, teachers, and staff

Performs all duties in a timely and effective manner

Effective oral and written communications

Maintains a professional appearance as appropriate for job responsibilities

Complies with state and local laws and policies, including faculty/staff handbooks

Performance will be evaluated annually

Reconcile deposits from the front office to the receipt book

Process select payables as needed

Reconcile select bank accounts

• Performs all other duties as requested by the superintendent/finance director