About this role
Executive Secretary Treasurer's Office
Reports To: Chief Financial Officer / Treasurer
Job Goal: To assure the smooth and efficient operation of the Treasurer's Office so the office's maximum positive impact on the business of the school district and the education of children can be realized. It is noted that the CEO/Superintendent is the overall executive administrator for the school district.
Minimum Qualifications: 1. Minimum of a high school diploma or its equivalent.
• Minimum Bachelor of Arts or Bachelor of Science Degree. • Minimum of five years of successful experience in secretarial/clerical field. • Experience or educational background in business and office education, particularly in bookkeeping, accounting, office procedures and record keeping, • Proficiency in technology programs such as Word, Excel and Powerpoint. • Working knowledge of common office equipment and machines. • Ability to use excellent business English, grammar, spelling and punctuation. • Ability to type a minimum of 50 words per minute with accuracy. • Ability to take dictation at a minimum of 50 words per minute and to transcribe accurately or to produce transcriptions by another medium.
General Description/Specific Performance Indicators:
• Possess and demonstrate journey-level knowledge, skills and abilities in the performance of secretarial tasks.
• Demonstrate a proficient knowledge of business office procedures and practices. • Demonstrate ability to use technology programs to fulfill job requirements. • Demonstrate ability to use office equipment and machines. • Demonstrate proficient knowledge of excellent business English, grammar, spelling and punctuation. • Demonstrate proficient math skills. • Demonstrate keyboard/typing and fulfillment of transcriptions at approved rates for the position. • Demonstrate orderly record retention maintenance.
• Plan and prepare for assignments to ensure effective and efficient completion. • Fulfill responsibilities without direct supervision. • Initiate the identification of tasks required for the efficient operation of the office. • Confer with Treasurer to receive and complete special assignments. • Prioritize and schedule regular and special assignments to ensure efficient operation and timely completion. • Participate in planning to ensure office and phone coverage throughout the working day. (The phone must be answered at all times.) • Keep all work current.
• Apply clerical knowledge, skills and abilities to complete assigned tasks. • Compile and type a variety of material such as letters, receipts and checks. • Enter and retrieve data from computer or terminal according to prescribed procedures. • Maintain files as required by regulations. • Act as the Treasurer's receptionist and answer inquiries or forward to the appropriate person or place. • Operate successfully a variety of office equipment, including computer, printer and related equipment. • Coordinate conferences, scheduling time and place and notifying participants. • Prepare, update and maintain financial and documentary information in a timely manner. • Deposit money in banks as required or oversees courier deposits according to regulations. • Prepare and distribute financial statements, Board minutes and other informational documents as required, in a neat, orderly format. • Demonstrate the ability to complete all tasks with detail and to be precise in all respects and yet retain efficiency.
• Serve as Treasurer's personal secretary and relieve Treasurer of routine administrative responsibilities whenever possible. • Demonstrate a good understanding of confidentiality when typing correspondence, Board minutes and other information, which must be treated confidentially. • Accurately make appointments and keep a calendar for the Treasurer. • Screen Treasurer's telephone calls and mail and respond to all mail, which can be handled at the secretarial level. • Screen visitors and demonstrate an understanding of the need to interrupt the Treasurer, to schedule a later visit, or to resolve the visitor's needs in another way. (The Treasurer should be able to work with only few interruptions, if the secretary is properly screening and handling visitors and calls.) • Demonstrate the ability to accumulate information, which can wait, and to interrupt the Treasurer when it is absolutely necessary. • Maintain new/revised rules, regulations, and policies and confer with the Treasurer about new developments.
• Serve as liaison between Treasurer, other administrators, teachers, support staff and Board members. • Prepare and process Treasurer's correspondence, including handling dictation, typing, filing and other communications and records keeping process. • Compose and transmit correspondence at the request of the Treasurer. • Take incoming calls and make necessary outgoing calls; receive visitors; answer questions or direct to appropriate resource; and deliver message to appropriate persons, demonstrating good judgment. • Maintain and/or coordinate maintenance of files. • Collect information and prepare daily, monthly and other periodic and special reports.
• Manage Resources. • Requisition supplies, maintain inventory, distribute supplies as required and maintain records, using all resources wisely. • Perform routine maintenance on office equipment and ensure need for other then routine maintenance is requested in a timely manner.
• Participate in training and staff development activities. • Attend required training meetings. • Maintain secretarial and computer technology utilization skills through attendance at training sessions as appropriate. • Maintain proficiency of the Uniform State Accounting Software (USAS) to include a proficient understanding of the account coding structure.
• Demonstrate human relations and communications skills. • Demonstrate effective oral and written communications skills including clarity, concision and pleasant manner in phone conversations. • Possess excellent interpersonal skills and demonstrate awareness of and compliance with the district's human relations policies and regulations. • Exhibit excellent team-building skills. • Accept delegated responsibilities willingly.
• Demonstrate possession of the physical and mental attributes required to perform all essential functions. • Exhibit sufficient dexterity and motor skills to operate typewriter and/or computer keyboard at approved rate of speed and perform routine maintenance on office equipment, including copiers. • Possess mental abilities require to read, interpret and follow written and oral instructions and carry out all required and assigned tasks listed above or on the active class specification or task list. • Must be able to work under occasional stress.
• Perform other related duties as required or assigned by the Treasurer. • Serve as backup to other clerical positions. • Perform related tasks which may not be specifically listed but which are necessary to perform essential functions of the position. • Expect assignment changes, additions or deletions. • Cross training on other jobs may be required to prepare for emergencies.
Additional Responsibilities:
• Secretary and receptionist for the Treasurer. • Type minutes of Board of Education meetings. • Prepare and send out notices for meetings that are the responsibility of the Treasurer's Office • Prepare and maintain purchase order list over 5705.412 Certificates. • Prepare requisitions and professional meeting forms for Board members. Enter all requisitions for Treasurer's Office, insurance payments and other miscellaneous purchases. • Distribute mail from mail office to Treasurer's staff. • Reconcile payroll and budgetary checks through the Uniform State Accounting Software (USAS) system, print outstanding checks lists and complete payroll bank reconciliation each month. • Maintain copy machines or Treasurer's Office and call for service. • Complete other tasks assigned by the Treasurer.
Terms of Employment: Salary:
Twelve-month year / 260 Days Administrative Base Pay Salary Schedule