Job Description

POSITION: Accounts Payable Secretary

FILING DEADLINE: Until Filled

TERMS OF EMPLOYMENT: 8 hours per day/250 day secretary calendar. Salary as per District Office Secretary Schedule.

OAK HILLS LOCAL SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE: CONFIDENTIAL SECRETARY

REPORTS TO: Assigned administrator/supervisor

JOB OBJECTIVE: Performs secretarial duties that support the effective delivery of administrative services.

MINIMUM QUALIFICATIONS:

• High school diploma. Work skills substantiated by specialized training and/or work experience.
• An acceptable score on a pre-employment skill test may be required.
• Ability to implement office administrative principles, practices, and procedures.
• Bookkeeping and data processing skills are advantageous.
• Complies with drug-free workplace rules, board policies and administrative guidelines/procedures.
• Demonstrates dependability/flexibility. Reacts to interruptions/emerging priorities effectively.
• Demonstrates proficiency using equipment and software applications associated with the position.
• Displays advanced skills in language rules, spelling, proofreading, capitalization, punctuation, etc.
• Embodies high ethical standards/integrity. Accepts personal responsibility for decisions/conduct.
• Exhibits consistent, impartial and resourceful decision-making skills. Interprets information accurately.

Evaluates options thoroughly. Develops reasonable solutions to resolve issues.

• Follows complex instructions and recognize/correct errors independently.
• Interacts comfortably/confidently with district staff and the public.
• Maintains a record free of criminal violations that would prohibit public school employment.
• Speaks clearly using correct grammar. Bilingual ability is advantageous.

ESSENTIAL FUNCTIONS: Accounts Payable & Insurance

Serves as a confidential secretary and personal assistant to one or more administrators.

• Processes requisitions/purchase orders in a timely and accurate manner
• Stamps invoices & purchase orders upon receiving
• Provides all inventory documentation to capital assets secretary
• Remits payment & processes checks in a timely and accurate manner
• Responds to emails from vendors timely & accurately
• Communicates with building personnel to ensure the purchasing process is within compliance
• Communicates with District Office personnel to ensure the purchasing process is within compliance
• Has an understanding of the Uniform School Accounting System (USAS) programs such as SCView, Onbase
• Willing to add additional responsibilities during tenure (insurance)
• Manages multiple projects simultaneously. Plans/implements strategies to ensure tasks are completed within

required time-frames. Maintains a high degree of accountability for results.

• Manages office staff workloads/schedules. Trains staff in procedures to accomplish duties effectively. Fills in

where needed to ensure consistent/reliable service.

• Keeps administrators aware of work progress/pending deadlines.
• Greets/assists visitors. Answers/directs phone calls efficiently. Takes detailed messages.
• Prepares letters, memos, notes, E-mails, etc. Maintains calendars/schedules as directed.
• Sorts/distributes incoming, outgoing and interoffice mail and faxes.
• Prepares photocopies. Prints, collates, covers and binds reports and educational materials.
• Obtains/analyzes vendor price quotes. Prepares requisitions for administrative approval.
• Assists with bid package procedures (e.g., notice distribution, receives/safeguards proposals, etc.).
• Maintains procurement files (e.g., transmittal letters, contracts, confirmations, guarantees, etc.).
• Documents/maintains asset inventory records. Tags fixed assets as directed.
• Follows established office procedures to ensure the accurate/timely recording and preservation of documents.

Maintains a systematic filing system that supports the efficient retrieval of records.

• Assembles data for analysis and/or forecasting. Helps interpret/organize data for reports.
• Receives deliveries. Verifies contents with packing lists/purchase orders. Reconciles invoices for payment.

Maintains a transaction/account balance ledger. Prepares requested recaps.

• Reorders consumable office supplies as needed to maintain reliable service levels.
• Helps with special projects/committee activities as directed.
• Helps maintain essential office services during staff absences.

Exemplifies professionalism and fosters goodwill to enhance the district's public image.

• Cultivates relationships that promote a strong commitment of public support for the district.
• Develops mutually respectful relationships with co-workers. Functions as part of a cohesive team.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Maintains an acceptable attendance record and is punctual.
• Respects privacy and maintains the confidentiality of privileged information.
• Strives to develop rapport and serve as a positive role model for others.
• Sustains an effective and positive work/learning environment. Completes all assigned duties.

Maintains open/effective communications. Serves as an information resource.

• Coordinates meetings, conferences and other departmental activities.
• Ensures an alternative resource or contact information is available when away from the office.
• Facilitates communications between staff, parents, students and the community.
• Keeps informed about program/procedure changes.
• Learns staff names, titles and work schedules.
• Provides prompt notification of personal delays or absences.
• Refers district policy interpretation questions to an appropriate administrator.
• Seeks clarification when directives/expectations are unclear.
• Uses active listening and problem-solving techniques to resolve questions/concerns tactfully.
• Uses diplomacy/self-control when dealing with other individuals. Respects diversity.
• Works with department staff to ensure that shared resources/facilities are used effectively.

Pursues opportunities to enhance professional performance.

• Cross-trains with other office staff. Attends training/in-service programs as directed.
• Keeps current with advances in technology associated with work assignments.
• Works toward mastery of individualized development/performance goals as directed.

Takes precautions to ensure safety. Helps supervisors manage/eliminate risks.

• Maintains high expectations for appropriate conduct. Watches for situations that may indicate a problem.

Follows district protocol and state law to deal with bullying, discrimination, inappropriate behavior, and suspected

child abuse/neglect.

Performs other specific job-related duties as directed.

• Coordinates/participates in support service responses to unexpected/urgent situations.
• Helps implement workplace initiatives that advance district goals.

WORKING CONDITIONS:

Safety is essential to job performance. Employees must exercise caution and comply with standard safety regulations and

district procedures when involved in the following situations:

• Balancing, bending, climbing, crouching, kneeling, reaching, or standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to bloodborne pathogens and communicable diseases.
• Interacting with aggressive, disruptive and/or unruly individuals.
• Lifting, carrying and moving work-related supplies/equipment.
• Operating and/or riding in a vehicle.
• Performing repetitive manual tasks for extended periods of time.
• Traveling to meetings and work assignments.

Compensation

• 250 Days � 8 Hours Per Day
• Range = $42,200 - $61,680

Performance Evaluation: Job performance is evaluated according to policy provisions and contractual agreements

adopted by the Oak Hills Local School District.

The Oak Hills Local School District is an equal opportunity employer. This job description identifies primary

responsibilities and is not intended to be a complete list of all duties performed. This document is subject to change in

response to student demographics, staffing, funding variables, modified operating procedures, program/curriculum

changes and unforeseen events. Rev. 11/2011