Administrative/School Finance Asst (Pend Avail Budget Resources)

Serves as administrative assistant to a principal or administrator of an elementary, nontraditional, or special education center/school; relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the assigned office; performs a variety of paraprofessional accounting duties required to maintain complex financial records.

This job operates in a professional office or school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

• Finance or accounting coursework.

1. Plans, initiates, and manages administrative office activities, to include maintaining all financial records, and serves as office manager for the school's administrative office.
2. Appropriately handles supervisor's telephone calls and mail, personally responding to those that can be handled at the assistant level and forwarding the remaining calls or mail to supervisor with pertinent background material.
3. When requested to do so, may sign supervisor's name to correspondence of a routine nature.
4. Reviews outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
5. Resolves conflicts associated with the operation of the administrative office.
6. Uses computer software and related equipment to generate and produce confidential and general correspondence and other documents.
7. Attends meetings and conferences, taking official minutes.
8. Researches and develops material for use in official engagements.
9. Maintains supervisor's calendar; coordinates meetings and notifies attendees.
10. Enters financial data and records of transactions into computerized systems in accordance with proper procedures.
11. Maintains and tracks accounts involving various and complex entries, such as travel expenses; classifies transactions involving the distribution of expenditures.
12. Compiles, retrieves, and reconciles monthly, quarterly, semiannual, and annual totals, reports, and financial statements.
13. Properly handles all cash receipts/bank deposits, processes bills, fees, and other payments in a timely manner.
14. Informs principal of fund balances and requests for expenditures; carries out all paraprofessional accounting functions for a special fund or activity.
15. Orders major supplies, equipment, or textbooks using divisionwide computer systems to process and monitor transactions.
16. May assist in coordinating classroom coverage and/or substitute services.
17. May serve as backup for office operations such as clinic room aide as required by operational necessity.
18. Performs related duties as required or assigned.