Accounts Payable Secretary

Job Description

POSITION: Accounts Payable Secretary

FILING DEADLINE: Until Filled

TERMS OF EMPLOYMENT: 8 hours per day/250 day secretary calendar. Salary as per District Office Secretary Schedule.

OAK HILLS LOCAL SCHOOL DISTRICT

JOB TITLE: CONFIDENTIAL SECRETARY

REPORTS TO: Assigned administrator/supervisor

JOB OBJECTIVE: Performs secretarial duties that support the effective delivery of administrative services.

• High school diploma. Work skills substantiated by specialized training and/or work experience.
• An acceptable score on a pre-employment skill test may be required.
• Ability to implement office administrative principles, practices, and procedures.
• Bookkeeping and data processing skills are advantageous.
• Complies with drug-free workplace rules, board policies and administrative guidelines/procedures.
• Demonstrates dependability/flexibility. Reacts to interruptions/emerging priorities effectively.
• Demonstrates proficiency using equipment and software applications associated with the position.
• Displays advanced skills in language rules, spelling, proofreading, capitalization, punctuation, etc.
• Embodies high ethical standards/integrity. Accepts personal responsibility for decisions/conduct.
• Exhibits consistent, impartial and resourceful decision-making skills. Interprets information accurately. Evaluates options thoroughly. Develops reasonable solutions to resolve issues.
• Follows complex instructions and recognize/correct errors independently.
• Interacts comfortably/confidently with district staff and the public.
• Maintains a record free of criminal violations that would prohibit public school employment.
• Speaks clearly using correct grammar. Bilingual ability is advantageous.

Serves as a confidential secretary and personal assistant to one or more administrators.

• Processes requisitions/purchase orders in a timely and accurate manner
• Stamps invoices & purchase orders upon receiving
• Provides all inventory documentation to capital assets secretary
• Remits payment & processes checks in a timely and accurate manner
• Responds to emails from vendors timely & accurately
• Communicates with building personnel to ensure the purchasing process is within compliance
• Communicates with District Office personnel to ensure the purchasing process is within compliance
• Has an understanding of the Uniform School Accounting System (USAS) programs such as SCView, Onbase
• Willing to add additional responsibilities during tenure (insurance)
• Manages multiple projects simultaneously. Plans/implements strategies to ensure tasks are completed within required time-frames. Maintains a high degree of accountability for results.
• Manages office staff workloads/schedules. Trains staff in procedures to accomplish duties effectively. Fills in where needed to ensure consistent/reliable service.
• Keeps administrators aware of work progress/pending deadlines.
• Greets/assists visitors. Answers/directs phone calls efficiently. Takes detailed messages.
• Prepares letters, memos, notes, E-mails, etc. Maintains calendars/schedules as directed.
• Sorts/distributes incoming, outgoing and interoffice mail and faxes.
• Prepares photocopies. Prints, collates, covers and binds reports and educational materials.
• Obtains/analyzes vendor price quotes. Prepares requisitions for administrative approval.
• Assists with bid package procedures (e.g., notice distribution, receives/safeguards proposals, etc.).
• Maintains procurement files (e.g., transmittal letters, contracts, confirmations, guarantees, etc.).
• Documents/maintains asset inventory records. Tags fixed assets as directed.
• Follows established office procedures to ensure the accurate/timely recording and preservation of documents. Maintains a systematic filing system that supports the efficient retrieval of records.
• Assembles data for analysis and/or forecasting. Helps interpret/organize data for reports.
• Receives deliveries. Verifies contents with packing lists/purchase orders. Reconciles invoices for payment. Maintains a transaction/account balance ledger. Prepares requested recaps.
• Reorders consumable office supplies as needed to maintain reliable service levels.
• Helps with special projects/committee activities as directed.
• Helps maintain essential office services during staff absences.

• Cultivates relationships that promote a strong commitment of public support for the district.
• Develops mutually…