| Location | Garland, TX |
Job
Title:
Secretary
Executive
Director
of
Finance
Exemption
Status:
Nonexempt
Reports
to:
Executive
Director
of
Finance
Date
Revised:
October
2026
Dept.
/School:
Finance
Pay
Grade :
P18
Primary
Purpose:
To
provide
clerical
and
administrative
support
to
the
Finance
Director
and
other
staff
members;
have
frequent
contact
with
all
levels
of
district
employees.
Qualifications:
Education/Certification :
High
school
diploma
or
equivalent
required;
advanced
education/training
Certified
Education
Office
Professional
(CEOP),
preferred
Notary
Public
for
Dallas
County
or
eligible
for
commission
Experience:
Minimum
three
(3)
years'
advanced
secretarial
experience
in
an
executive-level
or
public
education,
preferred
Special
Knowledge/Skills:
Highly
proficient
in
general
office
skills,
including
office
management
and
organization
Advance
knowledge
in
MS
Office
software
applications
Oracle/Tyler
Munis
software
application
knowledge,
preferred
Ability
to
incorporate
technological
advances
into
daily
office
operations
Ability
to
maintain
highly
confidential
and
sensitive
information
Must
possess
effective
and
pleasant
communication
skills
to
interact
with
staff
and
the
public
in
a
positive
and
professional
manner
Must
be
detail-oriented
Ability
to
handle
multiple
tasks
simultaneously,
and
handle
a
heavy
workload
with
critical
deadlines
Must
be
able
to
perform
office
functions
with
minimal
supervision
Bookkeeping,
accounting,
and
budget
experience,
preferred
Willingness
to
perform
other
duties
assigned
Major
Responsibilities
and
Duties:
1.
Creation
and
maintenance
of
master
tasks
lists
for
all
of
the
finance
department,
as
well
as
following
up
on
important
deadlines.
2.
Maintenance
of
Tyler
Munis
information
such
as
P-Card
table
expense
accounts
and
other
tables
designated
by
the
Executive
Director
of
Finance.
3.
Prepare
correspondence,
forms,
reports,
manuals,
and
handouts
for
the
finance
director
and
other
departmental
staff.
4.
Answer
and
respond
to
incoming
calls,
take
reliable
messages,
and
refer
inquiries
and
problems
to
the
appropriate
department.
5.
Schedule
and
maintain
an
online
calendar
for
the
finance
director.
6.
Complete
registrations,
travel
arrangements,
and
prepare
travel
documents
for
the
finance
director
and
other
department
staff
as
needed.
7.
Make
meeting
arrangements
for
department
activities,
including
preparing
materials,
scheduling,
setting
up
facilities,
and
arranging
equipment.
8.
Manage
Kronos
time
and
attendance
for
appropriate
staff.
9.
Ensure
personnel
documentation
is
managed
correctly
and
filed
in
accordance
with
district
records
management
procedures.
10.
Demonstrate
professional,
ethical,
and
responsible
behavior.
11.
Compile
pertinent
data
as
needed
when
preparing
various
state
and
local
reports.
12.
Maintain
and
organize
physical
and
computerized
departmental
files.
13.
Maintain
confidentiality
of
information
at
all
times.
14.
Complete
the
P-Card
transaction
download
for
all
district
users.
15.
Complete
monthly
bank
statement
downloads.
16.
Record
new
P-Cards
in
Oracle/Tyler.
17.
Send
out
monthly
reports
of
unreconciled
P-card
transactions
to
all
district
users.
18.
Complete
bond
budget
transfers.
19.
Record
NSF
checks
for
the
district.
20.
Manage
and
distribute
all
Enterprise
car
rental
invoices
for
the
district.
21.
Assist
with
the
annual
budget
preparation,
submission,
and
approval
process,
as
well
as
provide
budget
overviews
to
the
finance
director.
22.
Perform
routine
bookkeeping
tasks,
manage
spending
of
funds,
and
maintain
department
budget
records.
23.
Prepare
and
process
purchase
orders,
check
requests,
reconciliation,s
and
other
Oracle/Tyler
business-related
transactions.
24.
Manage
deposit
logs
for
the
weekly
Garda
pickup
at
the
Harris
Hill
building.
25.
Order
and
maintain
inventory
of
office
supplies
and
equipment.
26.
Perform
other
duties
as
assigned.
Supervisory
Responsibilities:
None
Mental
Demands/Physical
Demands/Environmental
Factors
Tools/Equipment
Used:
Standard
office
equipment,
including
a
personal
computer
and
peripherals
Posture:
Occasional
bending/stooping,
pushing/pulling,
and
twisting
Motion:
Repetitive
hand
motions,
frequent
keyboarding
and
use
of
a
mouse;
occasional
reaching;
prolonged
use
of
computers
Lifting:
Occasional
light
lifting
and
carrying
(less
than
15
pounds)
Environment:
May
work
prolonged
or
irregular
hours
Mental
Demands:
Work
with
frequent
interruptions;
maintain
emotional
control
under
stress;
reading;
ability
to
communicate
effectively
(verbal
and
written);
ability
to
operate
and
learn
new
technology
systems;
work
under
the
pressure
of
deadlines
This
document
describes
the
general
purpose
and
responsibilities
assigned
to
this
job.
It
is
not
an
exhaustive
list
of
all
responsibilities
and
duties
that
may
be
assigned
or
skills
that
may
be
required.
Reviewed
by
Date
Received
by
Date