SUMMARY

 

Performs office and clerical functions to support the operations of the business office. Responsible for the processing, payment, and filing of the district’s account payable functions.

PRIMARY DUTIES AND RESPONSIBILITIES

1. Responsible for the reconciliation of invoices to purchase order amounts and investigates discrepancies. Reviews each budgetary line on purchase order for payment and enters all purchase order payments in the computer;

2. Responsible for the processing and issuance of General Fund checks;
3. Responsible for the processing and issuance of Cafeteria Fund checks;
4. Responsible for the processing and issuance of Capital Projects checks;
5. Responsible for the processing and issuance of emergency checks, when needed;
6. Responsible for the filing and maintenance of check register and cash disbursement reports;
7. Responsible for the periodic review and inspection of account statements with outside vendors;
8. Responsible for the periodic review and maintenance of outstanding purchase orders;
9. Responsible for the final review and correction of employee reimbursement requests;
10. Responsible for the maintenance and orderly filing of district invoices in the safe;
11. Responsible for year-end procedures to close outstanding purchase orders, to pack and label vendor files for warehouse storage, and to create new vendor folders for the upcoming fiscal year.
12. Participate in rotation of Admin Building Front Desk coverage rotation during the lunch hour;
13. Is courteous, respectful and professional in all interactions with others;
14. Other duties as directed or assigned by immediate supervisor or leadership.

DEPARTMENTAL SUPPORT FUNCTIONS

1. Responsible to assist in data entry of annual operating budget;
2. Responsible to assist in separation, mailing, and filing of new year purchase orders;
3. Responsible to assist in data entry and filing of National School Lunch Program Meals Applications;
4. Responsible to assist in data entry of school district census and occupancy forms.

QUALIFICATIONS

 

Knowledge and Skills: Working knowledge of modern secretarial and general office clerical principles, practices and methods. Basic knowledge of the special practices, technicalities, and work methods for the department assigned.  Working knowledge of English grammar and composition, business and/or legal formats, spelling, arithmetic, filing and record keeping.  Sufficient relations skill to communicate standard yet sometimes sensitive information, to employ lines of inquiry, and to maintain harmony in a work setting.  Working knowledge of Microsoft Office, Microsoft Excel, and Microsoft Outlook.  Must be able to use calculator for basic addition and subtraction functions.

 

Abilities: Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to coordinate and perform complex office and secretarial work with speed and accuracy.  Must be able to learn, interpret, explain and apply knowledge of District’s organization, operations, programs, functions and special district terminology to relieve one or more managers or program coordinators of a variety of administrative detail. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.  Requires the ability to analyze situations and accurately adopt an effective course of action. Requires the ability to communicate with various groups using courtesy, and in a manner that reflects positively on the District.

 

Physical Abilities: Sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate; sufficient visual acuity to recognize words, letters, and numbers.

 

Education and Experience: High school diploma or equivalent required.  Minimum of 2 years of progressive responsible secretarial and/or clerical experience, preferably in a school setting is required.

 

Benefits: Health- 10% premium share with minimal deductible and low co-pays

               Dental - 100% covered

               Vision - 100% covered

               Life Insurance - 100% covered, $30,000 in coverage

               Pennsylvania School Employees Retirement System