What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT - BUSINESS OFFICE position at GRAND FORKS PUBLIC SCHOOLS?
Terms of Employment: Twelve (12) months
Hours: 7:30am - 4:30pm, Monday through Friday
Education: High School Diploma or High School Equivalency plus additional Specialized training in computer operations.
Qualifications: Strong communication, interpersonal and organizational skills. Experience with a variety of computer applications (Google, Microsoft Office). Knowledge of general accounting and bookkeeping. Must be proficient in Microsoft Excel and have a strong algebra background.
Job Goal: To support the Business Office department as well as the overall School District in financial processes. Provide customer service to a high degree while ensuring financial processes are consistent and accurate.
Essential duties and responsibilities may include, but are not limited to the following:
1. Create and process purchase orders for the district
2. Analyze and ensure purchase order requests are consistent and accurate
3. Serve as lead processor for all district Purchase Orders
4. Assist in the setting up of vendors in School ERP Pro
5. Assist invoice follow-up and preparation with vendors for Accounts Payable
6. Assist in the School ERP Pro program training and support for school secretaries
7. Serve as the main receptionist at the Mark Sanford Education Center
8. Sort mail into mail boxes daily received from mail clerk.
9. Answer district emergency phone and follow emergency plan
10. Create district forms, letters, and memos for the Business Office
11. Analyze travel reimbursement forms for accuracy and submit to Accounts Payable
12. Arrange for all airline travel for all district staff, except student groups and their chaperone(s).
13. Serve as lead for all traveling mileage, hotels, meal purchases / reimbursements, and conference registrations
14. Manage organizational purchasing card
15. Serve as assistant to the Business Manager
16. Maintain confidentiality of records
17. Perform other duties as assigned by the Supervisor
Work Environment and Physical Demands: While performing the duties of this job, the employee is frequently required to sit; occasionally walk and stand. The ability to hear and see in order to communicate effectively as well as communicate clearly and concisely, both orally and in writing; Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties; Maintain mental capacity, allowing for effective interaction and communication with others.
Evaluation: Annual written evaluation by the Supervisor.