Description
Please note that this posting closes at 3:00 pm on the date listed above.
If you have questions regarding this position, please contact Stefanie Meier at (385)-646-4549 or email sxmeier@graniteschools.org
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Job Summary
The department secretary manages tuition invoicing, payment processing, and tuition and registration fee collections. They prepare various monthly financial reports, maintain financial records, and ensure immunization data is accurately reported to the state. This role supports health documentation under the guidance of department nurses, coordinates with staff across departments, assists with student registration, and performs additional duties to support the preschool department’s mission.
Essential Functions
- Invoices all tuition-based students and follows-up on non-payments
- Processes cash payments with Accounting Department
- Understands and processes state childcare assistance payments when applicable
- Prepares monthly reports for processed payments, unpaid accounts, and failed transactions
- Understands and utilizes department and district data systems
- Verifies compliance and ensures immunization data is entered into district and state systems
- Prepares and submits state immunization report according to set deadlines
- Coordinates with all employees in an effective and timely manner
- Assists patrons with application process and completion of registration
- Answers telephone politely and promptly, providing accurate and current information regarding the program
- Assists patrons in the office by answering questions and/or directing them to the staff members who can assist with the question/concern
Non-Essential Functions
- Other duties as assigned to support the mission of the preschool department
Required Knowledge and Skills
- Requires skills in computer operation including relevant software programs, work organization, and the operation of business machines.
- Requires bookkeeping and accounting skills.
- Excellent written and oral communication skills with the ability to check written communications for spelling, grammar, punctuation, correct sentence, and paragraph structure.
- Strong interpersonal, communication, organizational, and collaboration skills that foster supportive interactions among parents, classroom staff, and office support staff.
- Exceptional skills in planning, managing and completing multiple projects within required timelines.
- Ability to maintain confidentiality of district, employee, and other information.
- Requires strong problem solving and analytical skills.
- FOCUS skills preferred.
Required Education and Qualifications
- High School diploma or equivalent.
Required Prior Experience
- Two years of prior full-time financial office support experience preferred.
Decision Making Authority
- Prioritizes own work to meet required deadlines. Determines when to alert supervisor concerning potential financial errors. Recommends solutions to problems to the department director.
Non-Supervisory Interaction
- Interacts with various employee groups and patrons
Supervisory Responsibility
- None
Working Environment
Standard office conditions. Deals with multiple supervisors. Works on multiple assignments with deadlines. Maintains relationships with concerned patrons and deals with frequent interruptions.
Physical Demands
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.