Asst. Director of Fiscal Services / Board Secretary

To support successful onboarding and professional development, selected job functions will initially be shared with or performed by other Business Office staff during the employee’s first year.

Title:                                  Assistant Director of Fiscal Services / Board Secretary

Department:                      Business Office

Classification:                   Confidential  

Supervised by:                  Superintendent

Work Year:                        260 Days or Assigned by Superintendent

Position Purpose:

The purpose of this position is to support the Director of Fiscal Services and the Finance Department in the administration of fiscal operations, ensuring financial integrity, operational efficiency, and compliance with all applicable laws and regulations. In alignment with the ESD’s mission and strategic goals, this role also provides comprehensive administrative support to the Superintendent and Board of Directors, often handling confidential matters.

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required.
• Bachelor’s or Master’s Degree
• Previous experience in ESD budget oversight and experience
• Computer literacy in support of the budgeting function, data processing, programs and procedures.
• Physical and mental attributes are sufficient to perform essential functions.

Licenses, Certifications, Bonding, and/or Testing Required:

• Oregon Certified School Business Administrator Certification & CPA preferred
• Criminal Justice Fingerprint Clearance
• Valid Driver’s License and evidence of insurability
• Successfully pass district background screening

Essential Job Functions :

Fiscal Services

1. Assists the Director of Fiscal Services in departmental functions such closing year-end expenditures; sets up accounts receivable for revenues not yet received at year-end; closes outstanding encumbrances; processes roll over of budget to the new fiscal year; accounts for taxes receivable at year-end.
2. Provide data and support to ensure Sherman, Gilliam and Wheeler counties receive full revenue amount for property taxes.
3. Assists in the management of accounts for grant expenditures by component districts.
4. Provides input and support in reconciling books; monthly bank statements; monthly statement of treasury bills invested; liabilities accounts; closing monthly entries, issues balance sheet and revenue/expenditure reports.
5. Provides budget report information to the ESD Board at the monthly board meetings.
6. Ensures that all legal notices are posted as required by statute.
7. Possesses complete knowledge of the ESD’s financial accounting system, from daily operations to product enhancement and updates.
8. Assists in the preparation of the annual audit.

1. Prepare and submit various Oregon Department of Education collection reports.

1. Demonstrate professional character in all job responsibilities.  Display courteous, polite disposition, exercising tact and diplomacy. Maintain confidentiality in reference to staff and administration in all aspects of agency.
2. Complete job responsibilities with supervision responsibilities
3. Coordinate purchase orders and accounts payable functions ensuring expenditures are charged to appropriate accounts.
4. Payroll preparation for department staff: Track individual work calendars, request for leave forms, work calendar exchange forms and timesheets for all department employees, ensuring staff turn in forms for all leave taken, and ensuring staff do not work more or less than their annual work calendar. 
5. Maintain a regular filing system (electronic and paper) and department inventories.
6. Perform other related duties, as assigned, to support the success of the agency.

1. Process accounts payables and monthly payroll.
2. Assists with human resources by preparing recruitment notices; processing personnel documents; and maintaining personnel information in the computer financial system.
3. Assists in the research and preparation of documents for collective bargaining.

Board Secretary

1. Coordinate all logistics for regular and special Board of Directors meetings, work sessions, and public hearings.
2. Prepare, review, and publish Board agendas in compliance with Oregon Public Meetings Law.
3. Record and maintain accurate minutes of all board proceedings.
4. Ensure timely and accurate posting of legal notices, meeting materials, and official records to maintain public transparency.
5. Serve as custodian of official Board records, including policies, resolutions, and election-related documents.
6. Support board member onboarding, communications, and training logistics.
7. Maintain confidentiality and professionalism in handling sensitive district and personnel matters.

Department Specific Responsibilities:

• Attend all board and budget committee meetings in the absence of Business Manager
• Assists Budget Officer in preparing budget.
• Monitor financial policies and practices for effectiveness and legal compliance.

Knowledge, Skills and Abilities:

• Ability to work effectively and cooperatively with staff, local district personnel and constituent agencies.
• Demonstrated effectiveness in organizational and coordination skills.
• Demonstrated written, verbal and interpersonal communication skills.
• Knowledge of Excel and District Based Fiscal Software Management Systems
• Maintains professional and technical knowledge by participating in professional development activities.
• Ability to undertake responsibilities and complete assignments with minimum supervision.
• Knowledge of ESD laws and follows and supports ESD policies and procedures.
• Knowledge of reports required by law relative to fiscal management. Demonstrate effectiveness in organizational and coordination skills.
• Demonstrate written, verbal (in person and by phone) and interpersonal communication skills.
• Demonstrate computer skills, including word processing, database, spreadsheet applications, web design, and maintenance skills.
• Demonstrate flexibility and adaptability to acquiring new tasks and learning new skills.
• Ability to exercise independent judgment and aptitude for handling and processing privileged information with professional integrity.
• Provide professional skills in e-mail, word processing, spreadsheet applications, verbal communication and written composition for the purpose of relaying information to appropriate parties.
• Complete projects in an accurate and timely manner.
• Ability to work effectively and cooperatively with staff, school personnel and constituent agencies.
• Ability to undertake responsibilities and complete assignments with minimum supervision.

Workplace Expectations:

• Work effectively with and respond to people from diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting.
• Have regular and punctual attendance.
• Confer regularly with other ESD staff, ESD Districts, and immediate supervisor.
• Follow all District policies, work procedures and reasonable requests by proper authority.
• Maintain the integrity of confidential information relating to a student, family, colleague or District patron.

Physical Requirements:

1. In an eight-hour day employee may:
2. Stand/Walk                     {  }None                 {x}1-4 hrs              {  }4-6 hrs              {  }6-8 hrs
3. Sit                                      {  }None                 {  }1-3 hrs              {  }3-5 hrs              {x}5-8 hrs
4. Drive                                 {  }None                 {  }1-3 hrs              {x}3-5 hrs              {  }5-8 hrs

1. Employee may use hands for repetitive:

                {x}Single Grasping              {x}Pushing and Pulling                       {x}Fine Manipulation

1. Employee may use feet for repetitive movement as in operating foot controls:

                {  }Yes                                    {x}No

1. Employee may need to:

1. Bend                                 {  }Frequently                       {x}Occasionally                    {  }Not at all
2. Squat                                {  }Frequently                       {x}Occasionally                    {  }Not at all
3. Climb Stairs                    {  }Frequently                       {x}Occasionally                    {  }Not at all
4. Lift                                    {  }Frequently                       {x}Occasionally                    {  }Not at all

1. Lifting:

{  }           Sedentary Work:  Lifting 20 pounds occasionally with frequent sitting and occasional standing/walking.

{x}           Light Work: Lifting 20 pounds occasionally with occasional sitting and frequent standing/walking.

{  }           Medium Work: Lifting 50 occasionally, 25 pounds frequently with occasional sitting and frequent standing/walking.

{  }           Medium Heavy Work: Lifting 75 pounds occasionally, 35 pounds frequently with occasional sitting and frequent standing/walking.

{  }           Heavy Work:  Lifting 100 pounds occasionally, 50 pounds frequently with occasional sitting and frequent standing/walking.

Mandatory Child Abuse Reporting

As mandatory reporter (ORS.419b.010) you are required to immediately report to Law Enforcement and or Department of Human Services, any instances of suspected child abuse.

Salary : $29 - $42