1.0 FTE Administrative Secretary-Budget/Risk Management/Business Services

Administrative Secretary Position FTE: 1.0 Pay Grade: 8 Starting Wage: $20.82 Days Per Year: 260 Shift hours: 8 hours/day Class Summary: Previous education, training or work or life experience, which provides reasonable evidence of the successful performance of the various tasks, listed. Four Years of administrative, Secretarial or Managerial Experience. Distinguishing Characteristics: 1 - Greets visitors, answers questions/concerns from the general public and/or staff concerning policy/procedures and provides standard/detailed information. Coordinates appointments; facilitates school/parent communications; and schedules school principal's appointments and/or meetings. - Daily - B2 2 - Types/administrative letters, correspondence, reports, and evaluations; maintains appropriate filing systems according to established procedures. - Daily - A1 3 - Provides information and direction to lower level office personnel. Assigns projects and prioritizes workload requirements according to established procedures. - Daily - B2 4 - Composes standard correspondence, reports and memos. - Daily - B2 5 - Tracks/monitors various financial accounts and budgets on a computer and/or a general ledger. Generates necessary reports, processes purchase orders and warehouse requisitions, receives student fees (e.g., processes student activity monies) disburses petty cash, writes checks as necessary, verifies fund balances, reconciles accounts and maintains requisite filing systems and prepares billing statements according to established guidelines. - Daily - A1/B2 6 - Issues keys to appropriate personnel as directed by school principal, maintains and updates appropriate records, and coordinates key returns/inventory during the school year. - As Needed - A1/ B2 7 - Maintains substitute files and coordinates/arranges staff temporary replacements. - Daily - A1/ B2 8 - Prepares and/or reviews and forwards timesheets for certified, classified and/or substitute payroll and prepares administrative leave forms as necessary. - Weekly - A1/B2 9 - Monitors students sent to the school office for disciplinary and/or health reasons. - Daily - A1/ B2 10 - Assists in and/or reviews/coordinates facility use requests and processes requisite permits according to established guidelines. - Weekly - A1/ B2 11 - Monitors and performs student enrollment and withdrawal procedures. Registers students; assigns courses; introduces student/parents to instructor's); assigns student identification number, enters appropriate information into a computer system and maintains requisite filing/record-keeping systems. - Daily - A1/ B2 12 - May be required to provide additional administrative assistance in the following areas: coordinates student field-trips and extra-curricular activities; participates in the scheduling/ coordination of school assemblies and other related activities (e.g. school pictures); and prepares school newsletter. - Daily - A1/ B2 Department specific duties: Inputs all budget adjustments in the District's Enterprise Resource Planning (ERP) system and initiates electronic workflow process. Generates necessary Budget reports, processes purchase orders, reconciles department accounts as requested, and maintains requisite filing systems. Assists Department Supervisor with employee position maintenance. Creates necessary personnel tracking worksheets and reports as requested. Assists program managers and budget teams in planning/estimating annual budgets, identifying supporting documentation and ensuring compliance with State and/or local regulations. Creates necessary calculation work sheets to assist with the planning and estimation process. Works closely with the District's Human Resource department to administer the District's Early Return to Work Program (ERTW). Works closely with the District's third party adjuster to assist in administration of the District's workers' compensation program by collecting, clarifying, reporting, maintaining accurate records, reviewing and exchanging information. Maintains all risk management files in accordance with the District's recordkeeping practice. Works closely with site administrators in updating their emergency plans and insuring compliance with Board policies and procedures and the ICS emergency system. Performs other duties as assigned which may include additional administrative assistance in coordinating trainings, scheduling/coordination of budget presentations, department announcements/releases; and participating in all steps of the District's annual budget process. Knowledge: Thorough knowledge office skills to include computer operations, word processing, spreadsheet, database, telephone skills, customer service skills and basic office management/accounting skills. Skills (position requirements at entry): Computer Operations to include advanced skills in word processing, databases, spreadsheets, and desktop publishing. Training and Experience (position requirements at entry): Previous education, training, work or life experience which provides reasonable evidence of the successful performance of the various tasks listed. Such experience may be evidenced by three to five (3-5) years of responsible secretarial work. Licensing Requirements (position requirements at entry): A valid Alaskan Driver's License. Physical Requirements: Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. ANNETTE ISLAND SCHOOL DISTRICT