What are the responsibilities and job description for the Business Office Administrative Assistant position at Manitowoc Public School District?

JOB SUMMARY

This highly specialized position serves in a variety of roles within the Business Services Department including:

Budgeting, maintaining records/databases and generating reports related to the Federal Elementary and Secondary Education Act (ESEA) Consolidated Programs including Title IV.
Manage District Vendors and Assist with District Purchasing
Manage District Workers Compensation Program
Oversee Family Medical Leave Act (FMLA)
Work in this position involves both clerical and accounting duties requiring a working knowledge of governmental practices and principles within clearly established accounting systems and procedures. The position applies considerable independent judgment based upon knowledge gained through experience in the performance of assigned duties.

PREFERRED QUALIFICATIONS:

Post high school education, Two Year Associate's Degree preferred in accounting, business, or similar field.
Minimum three years related experience preferred
Above average skills in Microsoft Office Suite and Google Suite, specifically in the use of spreadsheets.
Demonstrated above average customer service skills
Ability to prioritize and work both independently and as part of a collaborative team.
Exceptional interpersonal skills along with strong oral/written communication skills
Attention to detail with the ability to maintain a high level of accuracy
Ability to deal with sensitive information with discretion and to maintain confidentiality
Ability to operate a variety of office equipment including printers, scanners, fax machines, etc.
Flexible, open to change and improved processes to enhance efficiency
Commits to and contributes to a positive culture aligned with the district’s core values.

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.

Bookkeeper for Consolidated Programs (Title IV)

Work closely with the Curriculum & Instruction Office to ensure ESSA systems are in place and being followed.
Enter and edit budget information, such as, salaries, fringes, purchased services, supplies and materials, non-capital and capital outlay for title IV program
Prepare other specialized financial reports as requested by management.

Assistant Purchasing and Procurement Specialist

Manage purchasing from the time orders are placed through purchase order liquidation. Serves as the main contact for questions and troubleshooting related to orders.
Provide district-wide guidance in purchase order entry
Manage open purchase orders monthly to ensure that purchase orders are closed out on a timely basis for timely posting of payments.
Assist with district credit cards checkout requests.
Assist Purchasing Specialists in placing orders with vendors on behalf of the district.
Manage district vendor profile by maintaining/updating proper information.
Collect all required paperwork to process payments for vendors
Verify ACH information when vendors are set-up and anytime there are changes.
Prepare and sends tax-exempt forms to vendors
Maintain the master record of all district contracts.

Worker’s Compensation/Insurance Program Management

Assist in the management of the Worker’s Compensation and all risk/liability insurance programs for the district.
Maintain the district list of approved drivers and runs driver checks through the Department of Transportation’s PARS system
Track and manage and keep the Business Manager apprised of all worker’s compensation claims from the time the injury occurs until the time the claim is closed.
Maintain records for claims.
Complete all state reporting for Worker’s Compensation.
Serve on the district Insurance/Accident (Worker’s Compensation) meetings.
Assist with risk management strategies and programs implemented district-wide
Report all employee accidents online and corresponds regarding medical authorizations for the Workers Compensation program and computing of payroll wages
Prepare yearly workers’ compensation reports by each district building
File the yearly district report with the State of Wisconsin Inspection Support Safety & Buildings Office
Work with Workers' Compensation and other outside auditors on various financial and insurance-related audit reports.

Employee Time Off Tracking and Management

Responsible for the day-to-day administration of FMLA
Coordinates and tracks the use of personal days for the professional/teacher staff

Accounts Payable/Open Enrollment Cross-Training

This role serves as the backup to the Accounts Payable/Open Enrollment Coordinator.
Responsible for Accounts Payable duties when Accounts Payable/Open Enrollment Coordinator is unavailable.

Manitowoc Public School District Foundation

Essential Job Functions Across All Areas of Responsibility

Operate office equipment in a proper and responsible manner
Work closely with other secretaries in the central office to create a harmonious and efficiently run office
Maintain the district's standards relative to confidentiality
Use good judgment in making decisions in accordance with regulations, ordinances, laws, and established District policies
Attend to the safety and well-being of all students and staff, including but not limited to, the use of universal precautions as per blood-borne pathogens training
Create and maintain process documents.
Perform other duties as assigned by Director of Business Services.

Job Type: Full-time

Pay: $18.65 - $25.43 per hour

Benefits:

Schedule:

Work Location: In person

Salary : $19 - $25

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