CO-3 Financial Management

Job Description Code: 10C.014

Division/Department: Financial Management

Pay Grade: CO-3

Pay Type: Salaried; Non-Exempt

Retirement: TRS

Contract Work Year: 235 Days/40 Hour Work Week

Reports To: Chief Financial Officer, Director or Designee

Evaluation Instrument: PEI

Minimum Qualifications

Standard high school diploma or satisfactory completion of a General Education Development (GED) Testing Program; business or technical training with a minimum of two years of college preferred. Five years of secretarial/clerical work with experience within a school district preferred. Ability to establish an effective working relationship with staff and the public; excellent verbal and written communication skills; exercise independent judgment and make decisions; advanced technology skills; must be able to work in a fast-paced environment; must be able to handle multiple tasks and diversified duties at any given time.

GOAL

Perform a variety of responsible clerical assignments requiring independent judgment in the recording, disposition, and maintenance of critical information or records. Knowledge and ability to manage complex work cycles and varied work procedures and practices is necessary. Work is usually performed without assistance and with a review of results only. The employee may be required to check the work of other clerks assisting with routine details and advise other employees on how to handle work problems. This level is distinguished by the greater independence with which work is performed, the greater variety and difficulty of assignments, and the greater responsibility for actions taken.

Representative Duties & Responsibilities

• Successfully and independently fulfill advanced secretarial/clerical duties and limited management responsibilities.
• Train colleagues as needed for successful department operation. Review the need for purchases and/or other resources in order to prepare appropriate purchase orders; and monitor the quality of all supplies, services and equipment.
• Review all proposed purchases and equipment leases to ensure that purchases are maximally cost-effective and consistent with budgets, contracts, laws, policies, regulations and procedures.
• Work cooperatively with employees/users of purchased goods and services to ensure decisions are sensitive to user needs.
• Communicate directly and in a timely and considerate manner with all District personnel and vendors regarding the status of requests for information.
• Coordinate all accounting processes to ensure accurate financial processing, type correspondence, articles, reports, manuals and other materials on general or technical subjects; draft routine acknowledgments in response to inquiries not requiring a supervisor’s attention.
• Examine, check and verify complex statistical and other reports for completeness and accuracy of computation; determine conformity to established requirements, and personally follow up the more complicated discrepancies.
• Assists in handling of bids/proposals including acceptance, storage, opening, tabulation and announcement of award to ensure total integrity of the process.
• Establish, maintain and monitor vendor services and contracts for prompt delivery and quality control and take appropriate action to guarantee such.
• Answer telephone, screen callers and refer to appropriate person; greet visitors, ascertain nature of business and direct visitors to appropriate person.
• Must be able to work in a fast-paced environment and professionally fulfill multiple tasks at any given time.
• Arrange meetings, conferences and trips for administrators.
• Develop and maintain a high level of familiarity with pricing, selling and delivery policies, practices and trends of markets and vendors sufficient to enable the District to take maximum practical advantage of favorable acquisition terms.
• Interact effectively with the general public, staff, students, teachers, parents and administrators, using tact and good judgment.
• Operate standard office equipment such as word processor, copier, etc. as well as equipment developed from future technology, as required by the job.
• Prepare purchase orders for materials and resources, as well as office supplies, and monitor expenditures.
• Duplicate, collate, and disseminate written materials to the local schools and other appropriate personnel.
• Maintain data and records for the program(s) from which the immediate supervisor is responsible.
• Direct disposition of all discontinued inventory items and surplus property in a manner most economically feasible to the District.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate in required training programs to increase skills and proficiency related to the assignment.
• Review current documents, literature and technical source information related to job responsibilities.
• Ensure adherence to good safety procedures.
• Follow federal and state laws, as well as School Board policies.
• Perform other duties as assigned.
  
  

IMPORTANT NOTES

Essential Duties

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks. (An employee who is assigned a duty or task believed to be unlawful should report the assignment to the Chief Human Resources Officer.) It should also be noted the order of duties/ responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other.

Minimum Requirements

In filling a vacant position, preferred or required credentials regarding education, training, experience, and other bona fide occupational qualifications may be established. The credentials shown in this job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be utilized as needed in the selection process.

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

Adopted: July 2008

Revised: July 2012, February 2017, July 2023, July 2024