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Administrative Assistant - Finance ID- 9152

Full job description

Definition

Under minimal supervision performs a wide variety of administrative and technical functions involving public contact and office management duties as an assistant to a top-level administrator. Most actions are directed by the general policies and precedents of the system or by own judgment. Within the limits of the employee's assigned authority, the employee is expected to analyze and resolve problems independently. Work involves receiving and documenting confidential information, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of confidential records and files. The employee is responsible for explaining finance policies and procedures, and for disseminating information to the general public pertaining to the finance department.

Duties and Responsibilities
  • Answers the telephone for the Finance department and assists callers with their requests.
  • Greets employees and vendors that come to the Finance department and assists them with their requests.
  • Handles appointments and manages the calendar for finance leadership.
  • Receive cash/check payments from employees, agencies and other organizations, issue receipts and prepare daily deposits.
  • Arranges travel schedules, makes reservations, and prepares travel vouchers and expense reports for the supervisor.
  • Reconcile school travel records for field trips, games and other travel activities to travel tracker statements.
  • Review charter school invoices received, verify amount billed and approve invoice for payment.
  • Review expense reimbursement claims received from employees, ensure correct budget code is used, ensure funds are available and approve for payment.
  • Submit work orders to the maintenance department for building repairs needed. Submit work orders to the
technology department for computer related issues.
  • Writes, edits, prepares, or coordinates the preparation of correspondence, reports, charts, graphs, and other printed materials; researches content items for precedents, correctness of presentation, and applicability.
  • Screens and routes materials according to the content of communications; routing duties require detailed knowledge of organizational operations and individual staff members' assignments and status of work.
  • Composes responses to incoming correspondence and composes letters and memorandums for the supervisor's review.
  • Reviews and ensures accuracy of outgoing correspondence, records, and/or reports as requested.
  • Receives and responds to inquiries from other GCS departments.
  • Answers general questions from employees concerning finance policies, procedures, or deadlines.
  • Assist employees in preparing helpdesk tickets accurately.
  • Administers assigned special, recurring or regular projects; completes reports as needed.
  • Summarizes information for standard reports as requested.
  • Maintains current departmental personnel, financial, and/or activity records.
  • Acts as a point of contact for the department served and provides information or refers inquiries to proper personnel.
  • Makes necessary adjustments to finance timecards in order to ensure accurate records.
  • May coordinate the work of employees assigned to projects.
  • Performs other duties as assigned by supervisor.

Knowledge, Skills, and Abilities
  • Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.
  • Requires the ability to prepare correspondence, reports, forms, charts, etc., using the prescribed format.
  • Requires the ability to handle a variety of office machines such as the computer, calculator, copier, etc.
  • Must have minimal levels of eye/hand/foot coordination.
  • Must be adaptable to performing under stress and when confronted with persons acting under stress.
  • Must be able to effectively communicate with other employees and the public via telephone, email, as well as in-person.
  • General knowledge of the operations and activities of the Finance department.
  • Thorough knowledge of and ability to use grammar, vocabulary, spelling, and punctuation.
  • Thorough knowledge of office practices and procedures.
  • Considerable knowledge of common word processing, spreadsheet, and presentation programs.
  • General knowledge of computers and peripheral equipment.
  • Ability to promote good relationships internally and with the public.
  • Ability to work independently with little guidance.
  • Ability to maintain confidential information.
  • Ability to interact and deal with other employees and the public in a professional manner.
  • Ability to generate correspondence and reports independently.
  • Ability to plan and prepare meeting agendas.
  • Ability to sort and distribute documents.
  • Ability to maintain complete and accurate records and to develop standard reports from those records.
  • Ability to respond to questions based on considerable knowledge of the department.
  • Ability to exercise sound judgement in resolving problems.
  • Ability to understand and follow oral and written instructions.
  • Ability to type accurately at a moderate rate of speed.
  • Ability to establish and maintain effective working relationships as necessitated by work assignments.

Physical Requirements
  • Must be able to exert up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly.
  • Requires climbing, stooping, kneeling, crouching, hearing, reaching, standing, lifting, walking, grasping, and talking.
  • Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.).
  • Must possess the visual acuity to prepare data, work with record processes, and do extensive reading and research.
  • Must be physically able to operate a variety of equipment including computers, copiers, etc.


Minimum Training and Experience
  • Graduation from high school or equivalent required.
  • At least three years of experience in secretarial and administrative work, including office management with experience in the operation of computer-driven word processing and spreadsheet programs required.
  • Notary Public commissioned by the NC Secretary of State, preferred.

This position reports directly to: Accounting Manager

Classification: Non-Exempt

Salary: Grade 63

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

If offered a position, the prospective employee must pass a required health exam, criminal records check, and drug test.
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