Accounting Secretary-Central Office

The job of a Central Office Secretary - Accounting was established for the purpose/s of computing and processing accounts payable information in accordance with established practices; providing information to show that expenses are disbursed within Board and budget limits and overall fiscal policies, practices and/or regulations; and maintaining accurate account balances.

 

Work Year:
8.0 hours/day
7:30am-4:00pm
261 days/year

Probationary Pay Rate:
$18.68 for 1st 45 Worked Days then moves to $19.63/hr.

Qualifications:

High school diploma or its equivalent. Two (2) years of job-related experience and a working knowledge of general office procedures and equipment required. Ability to prioritize and organize multiple tasks and to work independently, as well as with others in a cooperative manner. Must have basic skills assessment, pertinent to position qualifications, at 80% on file in the Human Resources Department.  If testing is not on file, selected candidates will be contacted for testing.

 

Basic Responsibilities:

•Attend meetings as assigned (e.g. account analysis, training) for the purpose of conveying and/or gathering information required to perform the functions of the job.

• Analyze fiscal data (e.g. contracts, reports, data, etc.) for the purpose of determining feasibility of service within budget parameters, making recommendations for use of funds.

• Assist auditors for the purpose of providing required information.

• Inform personnel and vendors regarding a variety of procedures and program requirements (e.g. purchase orders, check requests) for the purpose of providing necessary information for completing transactions, taking appropriate action and/or complying with established fiscal guidelines.

• Maintain a variety of fiscal information, files and records (e.g. accounts payable, contracts, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance.

• Monitor account and purchase order balances and related financial activity for the purpose of providing information to show that allocations are accurate, related disbursements are generated, expenses are within budget limits and/or fiscal practices are followed.

• Perform general clerical functions (e.g. processing mail, filing) for the purpose of supporting departmental operations.

• Prepare a variety of written materials (e.g. faxes, e-mails, memos, letters, etc.) for the purpose of documenting activities, providing written reference, conveying information and/or complying with financial, legal and administrative requirements.

• Process a variety of fiscal information for the purpose of updating information and/or recommending final action in compliance with accounting requirements.

• Process payments (e.g. invoices, utilities, memberships, AIA’s) for the purpose of maintaining fiscal compliance.

• Reconcile account and purchase order balances for the purpose of maintaining accurate balances and complying with related policies, practices and/or regulations.

• Research and investigate discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the purpose of providing accuracy and adhering to procedures prior to processing for action.

• Keep invoices current on AS400 system to allow accurate reporting of District cash flow needs.

• Monitor account and purchase order balances and related financial activity monthly or quarterly as directed by supervisor.

• Provide backup, as needed, to the Accounts Systems Analyst or other Business Office areas as directed by supervisor (e.g. credit/purchase cards, vendor inquiries, etc.) for the purpose of disseminating prompt information to appropriate parties.

• Maintain regular personal attendance and punctuality for the purpose of providing efficient delivery of services to the District.

• Occasionally assist other personnel for the purpose of supporting them in the completion of their work activities.

 

Working Environment

The usual and customary methods of performing job require some lifting, carrying, pushing and/or pulling. Significant fine finger dexterity. Sitting - 70%, walking - 15%, standing - 15%