Executive Secretary

Position Title: Executive Secretary, Business Services Department: Finance Reports To: Chief Financial Officer FLSA Status: Non-Exempt Qualifications High School Diploma with a minimum of 2 years Secretarial experience required Associates/Bachelors Degree preferred Two years bookkeeping experience preferred Certificates, Licenses, Registrations Must have current government issued identification Terms Of Employment 8 Hours/230 Days Support Staff Salary Scale (Grade 10) General Summary Under general supervision, responsible for providing direct administrative and clerical support to the finance department. Conducts such duties as bookkeeping, word processing, data entry, establishing and maintaining files and records, coordination of meetings, materials and other assistance as needed. Essential Functions Supports and upholds the mission, vision and strategic goals of Lexington County School District One towards increased outcomes for students. Interacts, communicates and collaborates with all stakeholders effectively. Establishes a safe, supportive, positive and productive working and learning environment. Operates general office and technology equipment needed for daily activities. Maintains confidentiality regarding all employee and student information. Participates in all professional meetings and training sessions as required. Requests and maintains materials needed for daily responsibilities and essential functions; provides for safe storage and proper use of all tools, equipment and materials. Provides assistance in administrative areas such as compiling data, verifying accuracy of records and reports, and providing information and assistance to stakeholders. Provides secretarial support by performing such duties as answering phones, filing, sorting and distributing department mail, assisting Business Services with Invoice sorting, etc. Provides clerical and bookkeeping assistance as a back-up to other departmental staff when needed. Effectively uses personal computing devices and software applications for the management of pertinent information and communication. Scan invoices into accounting system Review and prepare travel request forms for entry into accounting system Proof invoice batches for accuracy and entry into accounting system Orders and stocks supplies and other items for the finance department. Assists with preparing materials for school/district training and school board meetings. Assists Payroll staff with SDAC reports. Assists with budget book supply inventory and preparation. Assists the Director of Accounting with Funding Reports. Responsible for archiving and records retention of the finance department. Performs other job-related duties as assigned Supervisory Responsibility No budgetary responsibilities assigned. No supervisory responsibilities. OTHER SKILLS And ABILITIES Ability to perform duties with awareness of all district requirements and Lexington County School District One Board policies. Must be able to access reliable transportation. Personal computer experience required. Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication. Ability to apply knowledge and current research and theory. Ability to organize and implement a flexible work schedule in order to meet reporting deadlines. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance with scheduled deadlines. Some extended hours and multiple demands from several people are frequently required of the employee. Computer literacy required. Knowledge of the policies, procedures, and activities of the school district which pertain to the specific duties and responsibilities of the position. Knowledge of school policies, procedures, and operations. Ability to demonstrate proper maintenance, safe operation, and utilization of equipment, materials, and supplies used in daily activities. Ability to maintain high standards of accuracy in exercising duties. Ability to anticipate work to be completed and to complete work without the need for direct supervision. Ability to maintain confidentiality of employee and student records and information. Ability to interact and communicate in an effective and professional manner with supervisors, co-workers, teachers, students, and the general public. Physical Demands The physical demands described here are representative 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. Physical demands are restricted to office work requiring lifting/moving of items weighing up to twenty-five pounds. The employee will sometimes push/pull items such as furniture or boxes of materials. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Occasionally the position requires the employee to work irregular or extended hours. Duties of the job require frequent use of a computer monitor and related equipment. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to maintain constant attention and meet deadlines. Occasional local travel is required; no overnight travel is required. Job requires the operation of standard office and technology equipment. The noise level in the work environment for this position varies. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. Evaluation Performance of this job is evaluated annually according to Board Policy. Disclaimer Statement The information contained in this job-description is intended for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Nondiscrimination Policy Lexington County School District One is committed to a policy of nondiscrimination and equal opportunity for all students, parents/legal guardians, staff, visitors, personnel and community members who participate or seek to participate in its programs or activities. Therefore, the district does not discriminate against any individual on the basis of race, religion, sex (including pregnancy, childbirth, or any related medical conditions), color, disability, age, genetic information, national origin, or any other applicable status protected by local, state, or federal law. The district will use the grievance procedures set forth in policy to process complaints based on alleged violations of Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964; Title IX of the Education Amendments Act of 1972; Section 504 of the Rehabilitation Act of 1973; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; the Equal Pay Act of 1963; the Genetic Information Nondiscrimination Act of 2008; and Titles I and II of the Americans with Disabilities Act of 1990. #J-18808-Ljbffr