Financial Administrator / Board Secretary / Admin to the Director of Schools

GREENE COUNTY SCHOOLS

Job Description

Title:

Financial Administrator / Board Secretary / Administrative Assistant to the Director of Schools

Qualifications:

1.

Minimum Associates Degree preferred or related/equivalent experience

2.

Prior Purchasing Experience and Human Resources Experience desirable

3.

Must possess numerical aptitude and competence

4.

Knowledge of purchasing and finance software systems

Reports To:

Director of Schools and Assistant Director of Schools

Job Goal:

To ensure the orderly and systematic continuation of all functions of the Procurement Process, Human Resources and the Board of Education.

Performance Responsibilities:

The following duties are normal for this job. These are not to be construed as exclusive or all- inclusive. Other duties may be required as assigned.

Purchasing

1.

Performs all functions necessary to comply with the law and regulations governing the Procurement Process listed in Board Policies and Procedures, including reviewing and analyzing multiple departmental purchase requisitions for quality control; investigating and developing sources of supplies and issuing purchase orders for general and federal purchasing to department supervisors;

2.

Prepares and processes purchase orders for the purchase of materials, equipment, supplies and services in accordance with purchasing Policies and Procedures; Disseminates all information pertaining to the purchase order to the appropriate department.

3.

Coordinates with the Budget Director and Accounts Payable to reconcile purchase order balances and/or discrepancies and make corrections to General Ledger Budget lines as required by the Auditor to close out the fiscal year and help to maintain appropriate controls on spending and operate within budgetary constraints.

4.

Performs all functions necessary in the Formal Bid Process; including preparation of Bid Proposals and Bid Specification sheets; preparing and recording official Bid Tabulations for approval by the Board of Education; Maintaining all Formal Bid records and contracts, research and responds to all incoming requests regarding the Formal Bid Process.

5.

Communications and development of good Vendor relations and partnerships in maintaining a comprehensive list of Vendor Registrations with the system and interpreting the Purchasing Process to Vendors.

6.

Performs all procurement functions necessary to maintain postage equipment supplies, postage-by-phone funds and updates to equipment to remain in compliance with USPS guidelines and current postage rates.

Human Resources

1.

Serves as Administrative Assistant to the Director of Schools and Assistant Director of Schools, including preparation of meetings, arranging travel and accommodations, screening phone calls, enquiries and requests and handling them when appropriate and provide administrative support, organizing and maintaining schedules and making appointments upon request.

2.

Performs all activities necessary to maintain Human Resources online hiring platform page including posting open positions, initial contact with new hire information and coordinating with Department Supervisors, Principals, Payroll and Benefits.

3.

Preparation and modification of documents including correspondence, reports, drafts, memos emails and manuals as requested.

4.

Cross-trains for other clerical tasks as time permits.

Board Secretary

1.

Prepares agendas for Board of Education and keeps full and accurate minutes of all board meetings. Attends all meetings of the Board.

2.

Posts Board agenda online and to the media.

3.

Handles the arrangements for Board attendance at meetings and conferences.

4.

Maintains up-to-date School Board Policies, attends policy committee meetings, compiles revisions/changes and sends revisions to TSBA.

5.

Performs other duties as assigned by the Director of Schools and/or the Chairman of the Board.

Physical Demands:

1.

Stooping and/or kneeling

2.

Sitting for long periods of time

3.

Reaching

4.

Talking

5.

Hearing

6.

Seeing

Temperament (personal traits)

1.

Adaptability to performing a variety of duties, often changing from one task to another of different nature without loss of efficiency or composure.

2.

Adaptability to dealing with people beyond giving and receiving instruction

3.

Adaptability to dealing with people.

4.

Ability to prioritize tasks according to urgency and importance

Capacity & Ability Requirements

Specific capacities and abilities may be required of an individual in order to learn or perform adequately a task or job duty.

1.

Intelligence: The ability to understand instructions and underlying principles; ability to reason and make judgments

2.

Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively

3.

Numerical: Ability to perform arithmetic operations quickly and accurately

4.

Data Perception: Ability to understand and interpret information presented in the form of reports, spreadsheets, or tables

Working Environment

1.

Office Environment

2.

Indoors under climate controlled conditions

3.

Moderate to high stress environment

General Requirements

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be a complete list of responsibilities, duties, and skills required of personnel so assigned.

Terms of Employment

Twelve month year. Salary and work year to be established by the Board.

Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel.

Approved by:

Date:

Employee:

Date: