REPORTS TO: Business Manager CLASSIFICATION: 12 Month Support Staff STATUS: Non-Exempt JOB SUMMARY: To facilitate various acquisitions and process payment of expenditures for the school district. To assist the Business Manager to ensure a continuous and reliable level of operations that will support the school system and the education of children. ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Performs clerical duties to include but not limited to answering phones, directing calls, conference calls; back up for front desk receptionist, as needed; greeting and assisting visitors; opening, processing, filing, and distributing mailings to parents, staff and agencies; composes correspondence; typing forms, letters, reports, correspondence, memos; confirms and checks appointments.
- Processes invoices for payment and maintains appropriate records; prepares and processes checks; performs and coordinates all accounts payable related data entry; validates and processes district-wide purchasing; and obtains comparative quotes from vendors for all funds.
- Maintains inventory of office supplies.
- Receives all invoices and purchase orders for the district; enters the invoice information into the system for processing payments; processes all utility bills; and inputs information into a spreadsheet.
- Enters all new vendor information into the system.
- Prepares Board Reports on a monthly basis to include bills that have been paid and that need approval by the Board.
- Prints and mails all checks (system generated or manual) for the district.
- Prepares and processes bids for the districts, creates bid memo to be sent to school secretaries and Central Office along with the bid sheets per category and, the Bid Report for Board approval.
- Enters purchase order requisitions into the system and processes any necessary steps to see that the purchase order process has been completed.
- Contacts vendors regarding payments, purchase orders, credits, or other information needed and prepares all vendor credit applications and tax exempt forms.
- Maintains district-wide Fixed Asset Inventory.
- Approves and processes all requisitions and purchase orders.
- Serves as District Liaison for vendors.
- Performs all other duties as assigned by the Business Manager.
QUALIFICATIONS: High school diploma or equivalent is required Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code) Submission of a report of criminal history record from the Pennsylvania State Police (Section 111 of the Pennsylvania School Code) Submission of a clearance report from the Pennsylvania Department of Public Welfare in accordance with Act 151 of 1994 Submission of Federal Criminal History Record in accordance with Act 114 of 2006 Submission of the Arrest/Conviction Report and Certification Form as required under Act 24 of 2011 Such alternatives to the above qualifications as the Board may find appropriate and acceptable PHYSICAL DEMANDS: Ability to reach above and below the waist Ability to use fingers to pick, feel and grasp objects Ability to use both hands for repetitive motion Some bending, stooping and twisting of the body required Ability to lift and/or carry supplies and/or papers weighing no more than 20 lbs. Ability to mostly sit with some standing or walking/moving throughout the work environment SENSORY ABILITIES: Visual acuity Auditory acuity WORK ENVIRONMENT: Typical office environment Subject to inside environmental conditions TEMPERAMENT: Must possess excellent interpersonal skills Must be cooperative, congenial, and service-oriented Must be able to work in an environment with frequent interruptions COGNITIVE ABILITY: Ability to follow written and verbal directions Ability to read and write Ability to communicate effectively Ability to organize tasks Ability to handle multiple tasks Ability to exercise good judgment SPECIFIC SKILLS: Must possess computer skills Must possess general office/secretarial skills Ability to operate office equipment Must appropriately handle confidential information (Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)