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

1. Handles correspondence and clerical work for administration/office
   
   
2. 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
   
   
3. Interacts frequently with vendors and delivery personnel. Maintains vendor list on Genesis and works closely with accounts payable to maintain accurate records
   
   
4. 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
   
   
5. 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
   
   
6. Maintains postage meter and processes outgoing mail
   
   
7. Records all incoming checks and takes deposits to the bank
   
   
8. Attends and participates in meetings and trainings as required
   
   
9. Works with auditors as needed
   
   
10. Assists worker's comp administrator with filing worker's comp claims and any necessary communication required
    
    
11. Maintains all background check information for the school system (i.e., employees, volunteers, etc.)
    
    
12. Follows state protocol for budgets and handling monies as assigned by the system finance director
    
    
13. Central office notary
    
    
14. Keeps the office neat and clean
    
    
15. Exhibits courtesy and a professional attitude at all times in dealing with the board, school administration, fellow employees, parents, students, and the public
    
    
16. Demonstrates prompt and regular attendance
    
    
17. Maintains confidentiality and professionalism regarding students and school system affairs
    
    
18. Works effectively and cooperatively with administrators, teachers, and staff
    
    
19. Performs all duties in a timely and effective manner
    
    
20. Effective oral and written communications
    
    
21. Maintains a professional appearance as appropriate for job responsibilities
    
    
22. Complies with state and local laws and policies, including faculty/staff handbooks
    
    
23. Performance will be evaluated annually
    
    
24. Reconcile deposits from the front office to the receipt book
    
    
25. Process select payables as needed
    
    
26. Reconcile select bank accounts
    
    
27. Performs all other duties as requested by the superintendent/finance director