WrapAround Administrative Assistant

WrapAround Administrative Assistant

Summary

Handles the financial responsibilities of procuring items needed for the WrapAround Department through the purchase order process. Processes payroll for the department – semi-monthly for the part-time employees and monthly for the salaried Directors. Manages the WrapAround page on the Caldwell County Schools’ website. Organizes and maintains personnel records for all WrapAround employees. Provides administrative support, answering calls, taking messages, data collection, preparing reports, and writing letters/memos for the WrapAround Admin team. Utilizes technology to assist in the collection of program data regarding usage, financial projections, and estimated expenditures. Uses this data along with employee surveys to assess procedures and processes to identify necessary changes and improvements which will streamline our business practices. These positive changes will decrease program losses and increase department profits.

Required education, training, and experience

• High School diploma required.
• Must be 21 years old.

Preferred Qualifications

• Associate Degree in Business and experience with financial record keeping preferred.

Essential duties and responsibilities

• Track approved leave requests and apply these to employee timesheets.
• Track employee hours worked to minimize the accrual of comp time.
• Process semi-monthly payroll for WrapAround part-time employees and work with finance payroll department to finalize the proforma and add longevity payments in the last payroll of each month.
• Process monthly payroll for WrapAround Directors and work with finance payroll department to finalize the proforma including longevity payments per Directors’ anniversary months.
• Request/deliver/process purchase orders for payment to vendors.
• Organize, sort, and track all deposits in order to reconcile monthly bank statements.
• Track the process of candidates for hire, provide initial orientation, and maintain personnel records.
• Track all NSF items, communicate with Directors, and send letters regarding these to families.
• Prepare materials, order/set up food for monthly meetings, and prepare/email minutes for each.
• Track ordering of summer feeding lunches daily for WrapAround Summer Camp.
• Communicate frequently with and offer assistance to WrapAround employees regarding payroll, purchasing processes, and ProCare (WrapAround accounting program) questions.
• Communicate constantly and thoroughly with members of WrapAround Administrative Team to share all pertinent and important information.
• Identify WrapAround employee needs and communicate these to WrapAround Admin Team.
• Work cooperatively with Directors to teach financial responsibilities and use of ProCare.
• Create a warm, welcoming environment for WrapAround employees to comfortably request assistance.
• Maintain professional competence through in-service education activities provided by the district and/or professional growth activities and university courses.
• Participate cooperatively with the appropriate WrapAround employees and other CCS employees and leadership individuals to offer assistance regarding a variety of issues surrounding the usage of licensed space and the completion of state inspections and/or any other items required by the NCDCDEE to maintain compliance.
• Collects and maintains an inventory of WrapAround materials & equipment at our Programs.
• Utilizes technology to assist in the collection of program data regarding usage, financial projections, and estimated expenditures.
Uses collected data, along with employee surveys to critically review procedures and processes. These assessments will aid the identification of necessary changes and improvements in an effort to streamline business practices. These positive changes will be managed to improve overall viability of our department’s operations.

Physical environment

The physical demands 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.

Must be physically able to operate a variety of equipment including computers, copiers, etc. Must be able to exert up to 10 pounds of force occasionally; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be adaptable to performing under stress and when confronted with emergency situations. There may be frequent changes to priorities and many interruptions during the workday.
• Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics of data, people or things.
• Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
• Requires the ability to read a variety of correspondence, reports, forms, articles, proposals, contracts, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, policies, etc. using prescribed formats.
• Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form.
• Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including financial, legal and accounting terminology.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Caldwell County Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.