Budget & Administrative Assistant
Overall Purpose
The job of Budget/Administrative Assistant is done for the purpose/s of providing support with all tasks, including local and federal budget set-up, purchasing, receiving, invoicing, monitoring, temporary work agreements, and auditing. Assistant also performs duties as a secretary; responds to and sends out information requests to schools and communities; organizes, processes, and maintains accurate records; and types memos, letters, special reports, complex or technical tabulation and resolutions from draft or assembled data.
Direct Supervisor
Executive Director
Essential Functions
• Assists Executive Director (e.g. Serves as a liaison between vendors, accounting/accounts payable departments, director and other staff) to ensure proper procedures are being followed for all expenditures.
• Compiles financial information related to work assignments (Detached Duty forms, Temporary Work Agreements, Additional Work Agreements, reimbursement requests, payment/prepayment of registrations and lodging, expense reports, mileage, etc.) for the purpose of providing required documentation and/or processing information.
• Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
• Creates and maintains Staffing Sheet for job postings.
• Maintains grant program inventories for the purpose of tracking inventory and compliance with established policies and regulatory guidelines.
• Prepares typed materials (memos, emails, letters, special reports, complex or technical tabulation and resolutions from draft or assembled data, meeting minutes etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established administrative requirements.
• Prepares year-beginning and year-ending federal grants and local budgets with the Executive Director. Works with auditors during program and budget audits. Attends budget related work sessions and meetings as assigned.
• Keeps precise and organized records of budgets and budget amendments. Monitors and cross-references all program expenses and monthly budget reconciliation.
• Prepares and maintains appropriate financial records for all assigned budgets; handles paperwork related to federal, state, and local budgets.
• Researches products, pricing, and vendors; prepares bid and price/product comparisons and related documents.
• Oversees the entering of purchase orders, receiving and distributing of orders, and follow-up until payment has been completed and recorded; prepares internal invoices and receipts.
• Prepares financial reports, letters, special reports, complex or technical tabulations and resolutions from draft or assembled data as necessary for each assigned program.
• Prepares and drafts all budget amendments. Monitors and cross-references all program expenditures and monthly budget reconciliations.
• Coordinates and controls transfers of budgeted funds in accordance with Board Policy, federal and state regulations.
• Serves as a liaison with business services to ensure compliance with state/federal guidelines, regulations and Board of Education policies are being followed.
• Serves as a liaison with Human Resources staff to verify school based staff rosters to ensure the budget for staffing is appropriate.
• Works with Executive Director to ensure that instructional materials/resources are ordered, inventoried, and delivered to schools. Serves as liaison with Operations Division / Warehouse to ensure timely receipt and distribution of these materials.
• Ensures proper pre-approval is acquired for funding documentation and follows through to ensure payment is made and proper documentation is kept.
• Responds to a wide variety of inquiries from internal and external parties (principals, assistant principals, staff, auditors, etc.) for the purpose of providing information, facilitating communication among parties, and/or providing direction.
Marginal Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Competencies
• Skills-based Competencies
Required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including job-related software applications, preparing, and maintaining accurate records; and planning and managing projects.
• Knowledge-based Competencies
Required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; concepts of grammar and punctuation; office methods and practices; bookkeeping practices; job-related codes/laws/rules/regulations/policies; keyboarding; knowledge of community resources; office equipment and technology; personnel administration practices; recordkeeping and record retention practices.
• Ability-based Competencies
Required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions; analyzing issues and determining appropriate course of action; communicating with persons of diverse backgrounds; displaying tact and courtesy; multitasking; organizing tasks; working with detailed information/data.
Requirements
High school diploma or GED equivalent
Two (2) years' experience in record-keeping, accounting, budgets, and filing preferred
Post-secondary training in accounting preferred
Physical Requirements
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.
Generally the job requires 40% sitting, 30% walking, and 30% standing.
Continuing Education/Training
N/A
Clearances
Criminal Justice Fingerprint
Background Clearance
Pre-Employment Health Examination
Fair Labor Standards Act
Non-Exempt Employment Type: ["OTHER"]