JobID 368 : Federal Programs Bookkeeper/Secretary (#1972046)
Norman Public Schools
Secretary to the Director of Federal Programs Job Description
Job Title: Bookkeeper/Secretary to the Director of Federal Programs
Credentials: None required for this position.
Education: High school diploma or GED
Training or experience required: 5 years of successful employment as a secretary or administrative assistant with school district, finance, or federal grant management experience, preferred. Must have strong computer experience with Microsoft Word and Excel. Knowledge of PowerPoint, Publisher, and other software knowledge desirable. Must be able to communicate complex topics in a clear, concise manner.
Site: Curriculum Center
Reports to: Director of Federal Programs
Contract: 260 days
Salary Schedule: Secretary 1
FLSA Classification: Non-exempt
Essential Job Functions:
Perform bookkeeping duties such as create and maintain purchase requisitions, assist financial staff as needed, order supplies and materials, maintain inventories, assist with monitoring budgets for various federal grants, and keep appropriate documentation for all related financial transactions.
Collect and maintain necessary records to support expenses charged to federal grants.
Compile and assist with preparing and distributing memos, correspondence, documents, reports, claims for reimbursement, and communications.
Prepare, collect and maintain agendas, sign-in sheets, and other related documents for meetings and events.
Receive, direct, and perform simple interviews of visitors in person or over the phone.
Provide assistance or technical information concerning policies, procedures, and other details for district, state and federal programs.
Take and deliver messages.
Open and distribute mail.
Organize and maintain various files (physical and electronic) including confidential and tickler files. Perform photocopying/duplicating as required.
Schedule meetings and ensure all information and arrangements are made. May be required to make travel arrangements.
Maintain a neat and organized office.
Share in other district secretarial/clerical duties as assigned such as covering phones for other departments; providing relief for reception/switchboard person; and assist other department secretaries as needed.
Perform other duties as assigned.
Knowledge, Skills, & Abilities:
Successful performance of the job requires good customer service/people skills and to handle problems and provide information and technical assistance as requested. It requires complying with safety guidelines and policies to reduce accident or injury to staff or to students. It requires following professional dress standards, proper attendance or leave policies, and other work-habit concerns for staff. Creativity, initiative and effective problem solving are critical to the success of the position. Help manage the computerization of school district operations. Provide training and support to district staff in the use of administrative computer systems. Perform such tasks to the ultimate benefit of the educational program. An incumbent in this position will utilize discretion, ingenuity and independent judgment due to the complexity of the job. Since there may be several ways to solve a problem, an incumbent is free to choose the solution.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.