Financial Secretary

Excellent secretaries make excellent schools. That’s why we are relentless about hiring top secretaries who can provide high-quality instruction and build authentic, loving relationships with students and staff.

Position: Financial Secretary
Location: Operations Center - Transportation Office
Start Date: October 2023
Reports to: Transportation Supervisor
Work Year: 12 months

POSITION GOAL:
To create and sustain an educational environment conducive to the fulfillment of the District’s Mission and Vision so that maximum positive impact on the education of children can be realized. The Financial Secretary in the Transportation Department creates purchase orders and payment vouchers to be compliant with financial policies, procedures, and contractual requirements of the District and State of Delaware policies and regulations. This position will also utilize several Data Service Center and Department of Education applications as well as utilize Excel or other spreadsheet programs to complete reconciliations for a variety of Transportation accounts. This position will also work directly with the Supervising Lead Mechanic to process payment vouchers, maintain vehicle maintenance files, work orders, file warranty claims, new school bus purchases, and track spending. Overall, this position assists in financial processes, workflow and office procedures and performs financial analysis for the transportation department when applicable.

MINIMUM REQUIREMENTS:
The requirements listed below are representative of the knowledge, skill and/or ability required:

• High School Diploma or GED.
• Proficiency in the State of Delaware’s First State Financial System (FSF) accounting system preferred.
• Four years of any combination of secretarial/clerical work experience in accounting, bookkeeping, or statistical duties or 30 postsecondary education credits in accounting and/or finance.
• Intermediate proficiency in software including Microsoft Excel, Microsoft Outlook, Microsoft Word, and Google Drive including Google Sheets.
• Proficiency in arithmetic with a high aptitude for figures and detailed recordkeeping.
• Demonstrates sensitivity to issues impacting various cultural, ethnic, and socioeconomic groups.
• Demonstrates an ability to manage competing priorities without sacrificing quality and/or accuracy.
• Demonstrates understanding and ability to perform job related tasks; such as, but not limited to: answering telephones and providing appropriate information to callers, assisting dispatch on the two-way radio, maintaining/archiving office records, clerical correspondence.
• Acceptable Criminal Background Report and no entries on Child Abuse Registry.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform the duties successfully an individual must be able to perform the essential duties and responsibilities related to the District at a consistent and high-level of performance. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Creates purchase orders in FSF for orders as approved by supervisor.
• Processes all bus maintenance invoices for payment, creates vouchers in FSF and assists in resolving vendor discrepancies.
• Maintains tracking systems for various expenditures to assist with tracking and reporting.
• Completes reconciliations for state transportation funding streams, internal field trips and other accounts on a regular basis.
• Assists with coordinating Drug/Alcohol screening for staff.
• Completes weekly attendance sheets for Transportation office staff.
• Communication/Customer Service - the Financial Secretary is often required to frequently communicate by phone, in writing and in person with staff and agency representatives on matters that are both complex and sensitive. Acts as liaison between the assigned Administrator, other employees, and the general public by conveying information concerning rules, regulations, policies, and laws; addresses standard inquiries by letter, mail, phone, e-mail, fax or personal contact; opens, sorts, prioritizes and distributes mail; maintains internal communication system ensuring personnel are kept informed of needed information; coordinates the transfer of information between division, outside agencies and districts; assists staff and parents/guardians resolve their inquiries; communicates as necessary with supervisor; maintains confidentiality of staff records.
• Other Duties - Shall perform other tasks and assume other responsibilities as may be assigned.
• Regular in-person attendance is an essential function of the position.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle or feel; reach with hands and arms; talk or hear; and taste or smell. The employee frequently is required to stand, walk, and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

HOW TO APPLY:
Interested candidates who meet the qualifications may apply by completing an employment application at http://applitrack.com/colonial/onlineapp no later than 11:59 pm on the closing date.

Applicants needing special accommodations in the application process of this vacancy announcement may contact the Human Resources Division at (302)323-2712.

Note: Incomplete application packages will not be considered.
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