Administrative Secretary- Finance Department

Position Status: Tier 1
Benefited
8 Daily Hours

Salary Range G
$18.00

Working Calendar Days
256 Days

Requirements:

• High School Diploma or equivalent
• MMR & Hepatitis B Immunization Record
• IVP Fingerprint Clearance Card
• Three (3) Professional References

Purpose Statement
The job of Administrative Secretary - Department/Program is done for the purpose/s of supporting the educational process with specific responsibilities for providing administrative secretarial support to District administrative personnel; coordinating and monitoring activities of assigned administrator; and providing information, recommendations and/or direction as requested by assigned administrator.

This job reports to Assigned District Administrator Essential Functions

• Answers telephone calls (e.g. staff, parents, public agencies, etc.) for the purpose of screening calls, taking messages, providing general information and/or referring to appropriate personnel.
• Assists auditors in providing requested information for the purpose of providing necessary documentation for completion of audit.
• Collaborates with internal and external personnel (e.g. District personnel, outside agencies, etc.) for the purpose of implementing and/or maintaining services and programs.
• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, enrollment counts, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, facility rentals, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, student records, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs general clerical functions (e.g. copying, faxing, data entry, filing, etc.) for the purpose of supporting office functions.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, memos, bulletins, reports, purchase orders, requisitions, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (e.g. time sheets, work orders, requisitions, reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: screening telephone calls; operating standard office equipment including pertinent software applications; preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; office practices and procedures.
ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing. This job is performed in a generally clean and healthy environment.
Experience Job related experience with increasing levels of responsibility is desired.
Education High school diploma or equivalent.
Equivalency FLSA Status Approval Date Salary Range
Non Exempt G (18.00)