JOB SUMMARY
Provides comprehensive administrative, secretarial, and accounting support to the immediate supervisor, departmental coordinator, and professional staff. Responsibilities include managing calendars, scheduling appointments, answering and screening calls, handling mail and correspondence, and preparing reports, charts, spreadsheets, and other desktop publishing materials. Maintains accurate subject-matter files and records, ensuring compliance with Federal, State, and local audit and reporting requirements. Takes responsible follow-up action to complete work assignments. Performs complex accounting duties in support of Career and Technical Education and Blueprint budget reconciliations and grant management. Tasks include processing budget paperwork, composing correspondence and transmittal documents, and collaborating with the Budget Offices.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as the administrative technician to the director and professional staff. Answers and screens telephone calls, visitors, mail and correspondence.
• Interprets and orally conveys messages, instructions, procedures or practices from the supervisor(s), acting with tact and discretion.Composes a variety of letters, memoranda, summaries, instructions, notices or other such routine transmittals on a variety of subjects relative to the function and programs of the department/office.
• Prepares agendas for meetings. May attend the meeting to set up, take minutes, distribute materials, and clean up at the end of the meeting.
• Keeps director’s and additional professional staff’s calendar. Schedules appointments/meetings. Makes necessary travel arrangements. Gathers documents, files or background materials necessary for the meetings/conferences. Apprises the director/coordinators of the nature and circumstances of the meetings and conferences.
• Schedules and arranges for conferences: prepares necessary materials.
• Prepares, maintains and reconciles spreadsheets and other databases for department and office budgets, as well as, the Office of Career and Technical Education grants' budgets, including Title IV. Prepares purchasing procedures in accordance with published guidelines. Enters price agreements, small procurement and requisitions for assigned departments.
• Performs financial/budget management responsibilities including review of financial statements, preparation of financial reports, monthly budget reconciliation, and maintaining expenditure justification documentation for department, office and grant budgets.
• Researches inquiries from departments, schools, and vendors regarding order and payment status. Establishes, compiles, and maintains confidential records/files such a correspondence, evaluations, reclassifications, budgets, grant reports and other related matters.
• Assists project specialist with Federal, State and local audits/interim reports by reconciling budgets, compiling audit documentation, providing examples and explaining order processing procedures, etc.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associate's Degree in related field of education from a regionally accredited college or university required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• Three (3) years recent professional and/or administrative office support experience in related functional area (including grants and development) required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Considerable knowledge of the Board of Education organization and operations, policies and procedures.
• Detailed knowledge of the Advantage Financial and other school-based and Central Office based programs.
• Knowledge of accounting structures, budget and finance, contracts, purchasing and financial administration of grant funds.
• Experience in preparing budget proposals documents and monitoring of both grants and local funds.
• Excellent office/grant management and multitask skills.
• Thorough knowledge of modern office practices and procedures, bookkeeping, business English, spelling and arithmetic.
• Ability to exercise initiative and good judgement in the timely execution of delegated administrative responsibilities.
• Ability to exercise courtesy, tact and cooperation in dealing with Board of Education personnel, contractors and/or outside agencies and the public.
• Ability to use school-based computer applications and/or financial information and records management systems.
• Ability to communicate effectively in both oral and written form with colleagues, staff, administrators and the public.
• Ability to maintain confidentiality and security of operating records, files and materials.
• Ability to operate various office equipment.
• Demonstrates ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 of the time
• Walking: under 1/3 of the time
• Sitting: between 1/3 and 2/3 of the time
• Keyboarding: between 1/3 and 2/3 of the time
• Talking: between 1/3 and 2/3 of the time
• Hearing: between 1/3 and 2/3 of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office, school or similar indoor environment: over 2/3 of the time

Noise Level

• Moderate: between 1/3 and 2/3 of the time

Weight & Force
Lifting and carrying requirements

• None:

Travel Requirements

• N/A

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION

VR# 24188