Operations Specialist; Business Services

Administrative Assistant

Salary: $18.08 per hour - commensurate with experience

Terms/Benefits:  School Year

12 month position - 8.0 hours per day

Major medical, hospitalization, dental, income protection, and term life

Serves as a support person for the Business Services Department including being responsible for the vendor database, invoicing, cash handling, and assistance with district wide procurement. Handles all secretarial and clerical duties for the Chief Financial Officer and performs specialized administrative assistant duties.

Qualifications & Requirements:

• A high school diploma or equivalent.
• Two years of college training preferred.
• One year Arizona school district procurement experience preferred.
• A minimum of 3 years secretarial experience, preferably as a school secretary.

Knowledge, Skills & Abilities:

• Ability to communicate effectively verbally and in writing.
• Must possess a general understanding of administrative and secretarial practices.
• Must possess expert skills in secretarial techniques.
• Must possess high clerical aptitude, typing skills and an ability to operate various office machines, ten key by touch, and computers.
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations.
• Ability to work cooperatively and courteously with staff, students, parents and community members.
• Knowledge of applicable Federal and State laws, district procedures and Board policies.
• Ability to handle confrontation and conflict without an emotional response.
• Must possess time management skills.

Essential Duties & Responsibilities:

• Helps maintain the Business Office in a professional, efficient and organized manner.
• Completes correspondence, reports, and related materials.
• Opens and routes incoming correspondence.
• Answers telephone calls and responds to emails.
• Oversees accounts receivable including preparation of invoices and follow-up for collection.
• Prepares deposits to the county school superintendent's office and enters in the financial software system.
• Prepares deposits and maintains deposit register for miscellaneous receipts bank account.
• Verifies and prepares deposits from food service and schools for transport via armored car to the bank.
• Enters requisitions for registration and travel reimbursement for district employee travel. Verifies accuracy of district travel claims.
• Maintains facility rental agreements and corresponding certificates of insurance. Calculates cost quotes for rental of district facilities. Prepares and submits invoices for use of district facilities.
• Prepares all revolving fund checks and requests for reimbursements for the revolving fund.
• Assists in preparation of special projects such as newsletters, benefits and salary comparisons, revised forms, and state reports.
• Assists with the annual audit.
• Coordinates liability insurance claims and requests for proof of liability insurance.
• Maintains all required vendor information in the financial software.
• Assists with the procurement process including researching available cooperative contracts, preparing bids/RFPs and completing annual basket bids.
• Maintains capital asset inventory for district administration offices.
• Maintains list of executed inter-governmental agreements (IGAs) and other contracts.
• Maintains archived storage list, administration key log, tax credit list and various other reports for business office use.
• Prepares monthly time and effort reports for Federal grants, sends reports for signature and confirms return.
• Maintains documentation of workers compensation claims and acts as district liaison with the Alliance.
• Maintains documentation regarding crowdfunding through Donors Choose.

Non-Exempt Employee

Equal Opportunity Employer

Flowing Wells School District is an Equal Opportunity Employer. It is the policy of Flowing Wells School District not to discriminate on the basis of race, color, religion, gender (including sexual harassment as described in the District's policies concerning sexual harassment), sexual orientation, age, national origin, disability, marital status, political affiliation, or veteran status in its educational programs, activities or employment policies as required by federal law.

The District abides by federal laws regarding people with disabilities. If you have a special need, reasonable accommodations will be made in accordance with the American Disabilities Act of 1990. Inquiries regarding compliance with any of the above may be directed to Flowing Wells School District's Human Resources Department; or to the Director of the Office For Civil Rights, U.S. Department of Education, Federal Office Building, 1244 Speer Blvd.,

Suite 310, Denver, CO .