Executive Assistant

Business Office Assistant

The Business Office Assistant will perform complex clerical accounting duties. This will include auditing and payment of all the District's accounts, maintaining and preparing financial records and reports, and perform general clerical tasks in support of the District's Business Office.

Essential Job Responsibilities:

• Perform a variety of clerical accounting duties in support of assigned accounting functions such as accounts payable, accounts receivable, billings, and purchasing; process and verify various financial forms and documents; prepare accounts receivable billings; assist with balancing assigned accounts as directed
• Collect, assemble, match, sort, tabulate, check and post a variety of financial and statistical data such as warrants, purchase orders, supply orders, journal entry logs, categorical fund receipts, reconcile statements, records and other financial documents as required; assign budget codes and encumbrances; review data for accuracy and completeness
• Maintain various auditable records related to income, expenditures and assigned accounts; establish and maintain filing systems
• Receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents and the public
• Process accounts receivable as assigned; receive, code and verify incoming monies; prepare and process receipts; check money totals against receipts and invoices to ensure accuracy. Receive, review, process, sort and file purchase orders and invoices as assigned; prepare invoices for payments; assemble and distribute warrants and other materials with required documents; maintain contact with vendors to resolve discrepancies related to invoices and payments
• Receive, review and verify a variety of accounting information; input a variety of accounting data into an assigned computer system; maintain automated financial records; assist in monitoring budgets and District accounting records; assist auditors as necessary
• Communicate with personnel and outside agencies to exchange information and resolve issues or concerns
• Maintains authorized transactional access to corporate accounts to process routine vendor payments and resolve billing discrepancies
• Perform various clerical duties in support of assigned functions as required

Other Duties:

• Assist in Policy, Job Manual, and Employee Handbook updates
• Lead the Asset tracking. Full inventory every quarter, follow Idaho State and Federal guidelines as applicable
• Assist in Fiscal Year Rollover processes
• Assist in Audit procedures
• Lead changing the current account masks to follow IFARMS compliance
• Assist other office staff as needed
• Uphold and adhere to all district policies
• Keep immediate supervisor informed of activities and any issues that may arise
• Attend meetings as required
• Represent the school district in a positive manner
• Safeguard sensitive company records, financial data, and personnel files from unauthorized access
• Maintain strict confidentiality regarding all daily business operations, executive communications, and office files
• Ensure workplace privacy by practicing clean-desk habits and securing sensitive physical documents at day's end
• Exercise discretion during office phone calls, visitor check-ins, and internal staff discussions
• Perform other duties as assigned

Working Conditions:

• Office Environment
• Prolonged Sitting; sit at a desk using a computer for up to 8-10 hours a day
• Repetitive Motions; perform frequent typing, mouse clicking, and data entry
• Visual Stamina; read computer screens and paper documents for extended periods
• Material Transport; Lift, carry, push, or pull office supplies weighing up to 25 pounds
• Physical Maneuvering; bend, stoop, kneel, and reach to access low or high files
• Facility Movement; move frequently around the office to operate printers, scanners and mail equipment
• Extended Standing; stand for 15 to 30 minutes at a time while sorting mail, processing inventory, or filing

Evaluation:

Performance of this position will be evaluated annually by the Business Manager or Superintendent in conformance with federal and state law, administrative rules, and Board Policy.

Terms of Employment:

This position shall be considered in all respects "employment at will". The "employment period" and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.

Note:

All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting. Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired. Legal Reference: I.C. 33-512 Governance of Schools I.C. 33-1210 Information on Past Job Performance