Central Office Secretary/ Accounts Payable Clerk

Central Office Secretary/ Accounts Payable Clerk

CENTRAL OFFICE SECRETARY

QUALIFICATIONS:

1. High School diploma
2. Two or more years of experience in a comparable position.
3. Must meet the suitability criteria for employment and/or certification/licensure under the

Alabama Child Protection Act of 1999 and Act No. 2002-457

1. Such alternatives to the above qualifications as the Board may require.

FLSA STATUS : Non-exempt

SUPERVISED BY : Superintendent and/or Central Office Administrator(s) as assigned

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Comprehensive knowledge of office management, office procedures, correspondence, scheduling, reporting, business communication, time management and problem solving.
2. Demonstrated ability to work independently, make policy interpretations and supervise

subordinate personnel as assigned.

1. Ability and skills to operate computers.
2. Ability to be effective and efficient with computer programs for word processing, records management, spreadsheet operation, presentations, databases, and others necessary for

the performance of job responsibilities.

1. Ability to communicate clearly with the public and employees.
2. Ability to work well with others.
3. Ability to work effectively under minimum supervision and to follow instructions.
4. Ability to be Confidential
5. Ability to organize and maintain accurate records.
6. Physical and emotional ability and dexterity to perform required work and move about as needed in a fast-paced, high-intensive work environment.

JOB GOAL:

To assist school system administrators by performing efficient and effective office management, correspondence, problem solving, organizational and clerical tasks.

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

1. Produces, records, and responds to correspondence, research, reports, notices, recommendations and materials needed for efficient office operations.
2. Maintains electronic and non-electronic filing systems of needed reports, correspondence, information, confidential records, records, schedules, and data as directed.
3. Obtains, gathers, organizes, and prepares for presentation pertinent data and information as needed.

1. Maintains schedules of appointments, meetings, conferences, deadlines, and tasks for the efficient operation of the administrator's office and responsibilities.
2. Communicates effectively and manages office communication processes as directed

using telephones, voice mail, electronic mail, postal and/or delivery services, intra-

campus delivery and other means as directed.

1. Monitors and informs administrator(s) of due dates, the status of on-going projects, potential office-related problems and recommendations for improved office operations.
2. Orders and maintains needed office supplies.
3. Arranges for technical support, servicing, and effective operation of office technology and office machines.
4. Attends and participates in meetings as directed:
5. Takes and transcribes dictation as needed.
6. Maintains confidentiality regarding school/workplace matters.
7. Models and maintains high ethical standards.
8. Demonstrates initiative in the performance of assigned responsibilities.
9. Maintains expertise in assigned area to fulfill project goals and objectives.
10. Participates successfully in the training programs offered to increase skill and proficiency related to assignment.
11. Keeps supervisor informed of potential problems or unusual events.
12. Responds to inquiries and concerns in a timely manner.
13. Serves on school/system committees as required or appropriate.
14. Exhibits interpersonal skills to work as an effective team member.
15. Demonstrates support for the school system and its goals and priorities.
16. Demonstrates initiative in identifying potential problems or opportunities for improvement.
17. Performs various related office duties as assigned.
18. Follows attendance, punctuality and proper dress rules.

TERMS OF EMPLOYMENT:

The terms of employment shall be in accordance with provisions of the Board's salary schedule.

EVALUATION:

Performance of this job will be evaluated annually in accordance with provisions of the Board's pe1formance assessment policy for support personnel.

Date Approved: July 21, 2010

Date Revised: ------

ACCOUNTS PAYABLE CLERK

QUALIFICATIONS:

1. High School diploma
2. Technical school or other post-secondary training in business education, clerical skills, and/or appropriate technology preferred.
3. Demonstrated aptitude/skill for job performance responsibilities.
4. Must meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457
5. Such alternatives to the above qualifications as the Board may require. FLSA STATUS : Non-exempt

SUPERVISED BY : Chief School Financial Officer

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Comprehensive knowledge of accounting, bookkeeping and/or clerical procedures.
2. Demonstrated ability to work independently, make policy interpretations and

supervise subordinate personnel as assigned.

1. Ability and skills to operate computers.

• 4. Good knowledge of computer programs including spreadsheets, databases, word processing, and ledgers.

1. Ability to communicate clearly with the public and employees.
2. Ability to work well with others.
3. Ability to work effectively under minimum supervision and to follow instructions.
4. Ability to be confidential.
5. Ability to organize and maintain accurate records.

I 0. Physical and emotional ability and dexterity to perform required work and move

about as needed in a fast-paced, high-intensive work environment. JOB GOAL:

To enhance the administration of the school system's business affairs by efficient and effective operation of the accounts payable procedures.

Page 1 of2 ACCOUNTS PAYABLE CLERK

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

1. Maintains a complete and systematic set of records of all vendors, invoices, and financial information needed for timely and accurate payment of the school system accounts.
2. Records details of school system financial transactions related to accounts

payable.

1. Prepares and makes payments to vendors as directed.
2. Assists with the preparation of financial statements, income statements, and cost reports to reflect financial condition of the school system as directed.
3. Traces errors and records adjustments to connect charges or credits in accounts

payable data.

1. Reconciles accounts as directed.
2. Maintains records and produces reports as directed.
3. Maintains confidentiality regarding school/workplace matters.
4. Models and maintains high ethical standards.
5. Demonstrates initiative in the performance of assigned responsibilities.
6. Maintains expertise in assigned area to fulfill project goals and objectives.
7. Participates successfully in the training programs offered to increase skill and proficiency related to assignment.
8. Keeps supervisor informed of potential problems or unusual events.
9. Responds to inquiries and concerns in a timely manner.
10. Serves on school/system committees as required or appropriate.
11. Exhibits interpersonal skills to work as an effective team member.
12. Demonstrates support for the school system and its goals and priorities.
13. Demonstrates initiative in identifying potential problems or opportunities for improvement.
14. Performs various related office duties as assigned.
15. Follows attendance, punctuality and proper dress code. TERMS OF E:MPLOYMENT:

The terms of employment shall be in accordance with provisions of the Board's salary schedule.

EVALUATION:

Performance of this job will be evaluated annually in accordance with provisions of the

Board's performance assessment policy for support personnel. Date Approved: July 21, 2010

Date Revised:

Page2 of2 ACCOUNTSPAYABLECLERK