School Purchasing Secretary

School Purchasing Secretary (Book Keeper)

Serves as purchasing secretary to the principal and as facilitator for the school/public being served in communicating information, problem solving, material acquisition, cash handling, and record keeping.

Other duties may be assigned. (NOTE: duties may vary according to building level and according to distribution of duties among multiple secretaries. Additional duties may be assigned.)

Communicates regularly with various internal and external publics to develop and maintain a positive school/community relationship.

Makes and receives telephone calls, takes messages, routes calls.

Knowledge of accounts receivable/payable procedures.

Assist in development of school budgets.

Assist in developing budget and capital outlay reports.

Ordering and receiving materials and supplies.

Orders, processes, and maintains office supplies and equipment.

Requisition and filing of purchase orders.

Follow-up, tracking, and completion of purchase orders.

Confirming delivery/receipt of purchased items.

Getting invoices authorized for payment.

Getting credit or refund for returned or damaged items.

Providing records of inventory to staff for correction, addition, or deletion of required materials, supplies, technology, and capital outlay.

Maintaining current records of inventory for required materials, supplies, technology, and capital outlay.

Enters student attendance records into eSchool (APSCN) on a daily basis and processes parental notifications as assigned.

Assist with maintenance of student scheduling and master schedule.

Assist with registration of students and data entry of student information.

Attend professional development training as scheduled.

Perform school secretarial duties as necessary in the absence of the school secretary. (Copy of school secretary job description is available separately.)

Supervisory responsibilities: None.

Qualification requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

Education and/or experience: High school diploma or equivalent. Degree or training certificates in business, accounting, or administrative assistant courses is preferred.

Mathematical skills: Basic understanding and application of accounting/record keeping. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other skills and abilities: Ability to type adequately and efficiently. Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and students. Ability to develop effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to maintain confidentiality.

Physical demands: While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee occasionally lifts and/or pushes up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

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. The noise level in the work environment may vary from quiet to noisy.