This is a 12-month full-time position, 40 hours a week with benefits.

Full-time positions (30+ hours/week) are eligible for benefits on the first of the month following their 60th day of employment: The District Benefits are very competitive and include health, dental, vision, and a life insurance policy. Supplemental policies through Aflac and LegalShield are also offered at an additional cost to the employee. You can view more information on benefit policies & costs on the district's website at https://www.buhsd.org/page/payroll-benefits

TITLE:                        Administrative Assistant III, Finance Department

EMPLOYMENT TERMS:     1.0 FTE/12-months

SALARY CLASSIFICATION:  Classified

GENERAL STATEMENT of RESPONSIBILITIES:

The Finance & Operations Administrative Assistant III, will be responsible for providing a positive relationship with personnel, administrators, community and outside agencies. Responsibilities will include maintaining a high level of confidentiality and standard professionalism for the administrative offices and assuring smooth and efficient operation of the school office.      

PRINCIPLE DUTIES:

• Serves as the Administrative Assistant to the Associate Superintendent of Finance & Operations, and Assistant Superintendents.
• Maintains files, agreements, and certificates sent to the finance office including but not limited to:
  • maintains files and requests from the TRUST. 
  • Maintains files and documents for IGAs. 
  • Maintains files for certificates of insurance.
• Completion of Time and Effort Reports.
• Medicaid reimbursement tracking.
• Assists with TSW program financial compliance.
• Assists in providing, processing, and reconciling accounting information for school and district staff members
• Assists with all travel related activities including coordinating, reserving and securing reservations accomodiations and other travel related expenses.
• Reviews and verifies the accuracy and completeness of purchases and supporting documentation.
• Reconcile credit card purchase orders and credit card purchases for all career and technical education funding sources.
• Maintain organized records of invoices, payments and other documentation.
• Performs a variety of clerical duties (filing, organization), in providing assistance to staff and administrators, as needed. 
• Assists in maintaining proper audit trail and checks & balances; assists auditors as required.
• Communicates with personnel, administrators, and outside agencies to exchange information and resolve issues or concerns.
• Composes correspondence, memos, and reports as required.
• Work closely with other Finance Office staff and Administrators to ensure all career and technical education expenses are compliant with Federal and State audit requirements.
• Performs other related duties as directed.

OCCUPATIONAL CONDITION:

Low risk - Work is routinely performed in indoor environments, including exposure to noise and being on your feet for extended periods of time. May require standing in inclement weather including summer heat.

Physical Demands: The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

          The applicant for this position is required to:

• • regularly required to sit, talk and/or hear.
  • Sit approximately 75% of the time
  • Walk and stand approximately 20% of the time
  • Kneeling/Stooping approximately 5% of the time
  • Lift on a regular basis 30-50lbs
  • Use hands to finger, handle, or feel objects, tools and/or controls; and reach with hands and arms on a regular basis.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Assist with other similar duties and activities as requested by the Associate Superintendent of Operations.

The information contained in this position description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individuals holding this position and additional duties may be assigned.

SKILLS REQUIRED:

• Computer software expertise and keyboard skills
• Flexibility and capacity to prioritize new tasks
• Ability to work independently
• Self-organization
• Excellent ability to pay attention to detail

QUALIFICATIONS:

• Must possess high school diploma or equivalent, supplemented by appropriate business courses.
• Must possess one to three years secretarial experience, preferably with basic accounting experience.
• Must possess a thorough knowledge in the use of standard office machines and computers, including proficiency in Microsoft Office and the ability to learn specialized software programs specific to job tasks.
• Must have ability to communicate and work well with personnel, administrators and outside agencies.
• Must possess an ability to deal effectively with matters of confidentiality.
• Must possess excellent phone composure and etiquette.
• Must possess strong organizational skills.

COMMITMENT & DEPENDABILITY:

• Willingness to be an integral member of a successful team.
• Dedication to provide the highest level of service.
• Adherence to policies and procedures.
• Resourceful and adaptable.

POSITION EXPECTATIONS:

Time Management:     Must be able to prioritize tasks assigned by supervisor.

Stress Management:   Periodic stress due to various deadlines.

Public Contact:           Interact primarily with personnel, administrators and outside agencies. 

EVALUATION PROCEDURE:

The evaluation is done by the Associate Superintendent of Operations, in accordance with provisions specified in governing board policy.

SUPERVISION RECEIVED:

The Finance & Operations Administrative Assistant III position reports directly to the Associate Superintendent of Operations. 

Buckeye Union High School District does not discriminate on the basis of race, color, national origin, sex, age, or disability. Click here (https://www.buhsd.org/page/legal-notices)  to read the entire policy.

El Distrito Escolar de Buckeye Union High School no discrimina en base de raza, color, origen nacional, sexo, edad o discapacidad. Haga clic aqui (https://www.buhsd.org/page/legal-notices) para leer toda la política.