Secretary Analyst 1B

SecretaryAnalyst1B

Job Goal: The Analyst 1B position requires the individual to have an ability to effectively manage multiple sets of medium to large volumes of data with precision and accuracy at a proficient to highly proficient level in a time-sensitive environment with defined deadlines.

Qualifications: 1. Bachelor's or Associate's degree in Business preferred. 2. Experience in NJ school business operations including, but not limited to purchasing, contracts management and accounting. Advanced proficiency in Google Drive applications and Microsoft Office suite. Proficient in Systems3000, preferred. Experience in accounting software preferred. Experience in the federal SEMI program, preferred. Excellent oral & written skills. Excellent analytical and problem-solving skills. Valid Driver's License.

General Description: The Analyst 1B position requires the individual to have an ability to effectively manage multiple sets of medium to large volumes of data with precision and accuracy at a proficient to highly proficient level in a time-sensitive environment with defined deadlines.

Responsibilities May Include, But Are Not Limited To:

• Collaborate with district departments including: Business Office, Student Services, Human Resources, Curriculum, Administration, Counseling, and Superintendent's Office to expedite requisitions, payments and resolve discrepancies.
• Collaborate with district colleagues, school districts, vendors and other entities to reconcile payments and billing.
• Create requisitions and process monthly invoices for payment against annual blanket purchase orders.
• Create Google spreadsheets using formulas and functions to calculate and track payments, department budgets and budget projections.
• Create requisitions in adherence to legal requirements.
• Process payments and contracts in adherence to legal requirements.
• Use state accounting software to input, calculate, and report information required for state reports as needed.
• Use accounting/budgeting software to create and track purchase orders, payments and budget projections.
• Assist in proper posting of revenue and expenditures controlled by the Board of Education.
• Manage inquiries from staff, vendors and districts regarding status of purchase orders and payments.
• Assist with contacting agencies and vendors on open accounts receivables items and assist in the coding and keying of cash receipts.
• Validate invoices and match vouchers for payment.
• Reconcile and track payments related to open purchase orders.
• Assist with the annual purchase order close-out process.
• Monitor and maintain files for purchase orders, bids, RFPs, contracts, and other required business office documents.
• Assist building level administration and designated school staff on annual ordering, delivery, and return procedures.
• Assist in generating spreadsheets and payment analysis for accurate completion of quarterly and annual SEMI Medicaid reports.
• Work with program offices and assist in fiscal aspects of all federal grant programs including budgeting, payments, and reimbursements.
• Collaborate with other departments on cash receipt process and collection related to building use, subscription busing, preschool/HEP tuition, and summer camp.
• Assist in fixed asset system maintenance and updates.
• Assist with Student Activity accounts and the monthly review of reports.
• Assist in gathering and preparing financial documents required for the annual audit.
• Assist in office tasks including but not limited to: filing, telephone communications and other items as necessary.
• Perform such other tasks and assume such other responsibilities as assigned by the immediate reporting district level administrator or their designee.

Physical Requirements: 1. Able to walk up and down stairs. The physical demands are those that 2. Able to stand for long periods of time. 3. Able to sit for long periods of time. 4. Able to talk for long periods of time. 5. Able to use a computer keyboard. 6. Able to lift 20lbs. 7. Ability to pass the required physical examination for employment.

Work Location: District Level Department Office Work Year: Twelve (12) months per the Hamilton Township Secretaries Association (HTSSA) contract. Salary: Secretary Level 1B (Analyst) per the Hamilton Township Secretaries Association (HTSSA) contract. Evaluation: Performance of this position will be evaluated in accordance with the Board's policies and procedures on evaluation of personnel.

Date Approved By: Board Of 8/26/24