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 for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.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    

Required Testing	Certificates
Continuing Educ./Training	Clearances
Criminal Justice Fingerprint/Background Clearance Pre-Employment Proficiency Test

FLSA Status                                                    Approval Date                                               Salary Range
Non Exempt                                                                                                                             G (18.00)