Budget & Administrative Assistant - Special Education
- Employer
- Clarke County School District
- Location
- Athens, GA, US
- Salary
- Competitive
View more
- Job Category
- Teaching, Special Education Teacher, Support Staff, Secretarial / Clerical
Job Details
The job of Budget/Administrative Assistant is done for the purpose/s of providing support for the Office of Special Education with all tasks, including local and federal budget set-up, purchasing, receiving, invoicing, monitoring, temporary work agreements, and auditing. Assistant also performs duties as a secretary; responds to and sends out information requests to schools and communities; organizes, processes, and maintains accurate records; and type memos, letters, special reports, complex or technical tabulation and resolutions from draft or assembled data.
Direct Supervisor
Executive Director of Special Education and Behavior Supports
Essential Functions
- Assists Executive Director (e.g. Serves as a liaison between vendors, accounting/accounts payable departments, director and other staff) to ensure proper procedures are being followed for all expenditures.
- Compiles financial information related to work assignments (Detached Duty forms, Temporary Work Agreements, Additional Work Agreements, reimbursement requests, payment/prepayment of registrations and lodging, expense reports, mileage, etc.) for the purpose of providing required documentation and/or processing information.
- Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
- Creates and maintains Special Education Staffing Sheet for job postings.
- Maintains grant program inventories for the purpose of tracking inventory and compliance with established policies and regulatory guidelines.
- Prepares typed materials (memos, emails, letters, special reports, complex or technical tabulation and resolutions from draft or assembled data, meeting minutes etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established administrative requirements.
- Prepares year-beginning and year-ending federal grants and local budgets with the Executive Director. Works with auditors during program and budget audits. Attends budget related work sessions and meetings as assigned.
- Keeps precise and organized records of budgets and budget amendments. Monitors and cross-references all program expenses and monthly budget reconciliation.
- Prepares and maintains appropriate financial records for all assigned budgets; handles paperwork related to federal, state, and local budgets.
- Researches products, pricing, and vendors; prepares bid and price/product comparisons and related documents.
- Oversees the entering of purchase orders, receiving and distributing of orders, and follow-up until payment has been completed and recorded; prepares internal invoices and receipts.
- Prepares financial reports, letters, special reports, complex or technical tabulations and resolutions from draft or assembled data as necessary for each assigned program.
- Prepares and drafts all budget amendments. Monitors and cross-references all program expenditures and monthly budget reconciliations.
- Coordinates and controls transfers of budgeted funds in accordance with Board Policy, federal and state regulations.
- Serves as a liaison with business services to ensure compliance with state/federal guidelines, regulations and Board of Education policies are being followed.
- Serves as a liaison with Human Resources staff to verify school based special education staff rosters to ensure the budget for staffing is appropriate.
- Works with Executive Director and special education staff to ensure that instructional materials/resources are ordered, inventoried, and delivered to schools. Serves as liaison with Operations Division / Warehouse to ensure timely receipt and distribution of these materials.
- Ensures proper pre-approval is acquired for funding documentation and follows through to ensure payment is made and proper documentation is kept.
- Responds to a wide variety of inquiries from internal and external parties (principals, assistant principals, staff, auditors, etc.) for the purpose of providing information, facilitating communication among parties, and/or providing direction.
Marginal Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Competencies
- Skills-based Competencies
- Knowledge-based Competencies
- Ability-based Competencies
Requirements
High school diploma or GED equivalent
Two (2) years' experience in record-keeping, accounting, budgets, and filing preferred
Post-secondary training in accounting preferred
Physical Requirements
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.
Generally the job requires 40% sitting, 30% walking, and 30% standing.
Continuing Education/Training
N/A
Clearances
Criminal Justice Fingerprint
Background Clearance
Pre-Employment Health Examination
Fair Labor Standards Act
Non-Exempt
This position requires a variety of responsibilities as outlined in the posting. Additional compensation is available through an additional work agreement to ensure the candidate is able to successfully complete the requirements.
Company
Our Vision: Building a culture of high expectations and equity in which all students grow
academically and socially to improve our community and our world.
Our Mission: The Clarke County School District is an ambitious community of learners in a diverse and culturally rich county. We are committed to equity and excellence through the implementation of rigorous standards in a safe and supportive environment — on every campus, in every classroom and for every child.
Our Core Beliefs: Public education is central to our democracy. To fulfill the promise of public education, the Clarke County School District has a fundamental set of beliefs that serves as a lens through which every decision is made and every action is taken.These beliefs are the backbone of our organization. CCSD believes that:
Equity, access and progress towards excellence are basic rights that must be afforded to every individual in our system.
Mission-driven, diverse and creative staff make the critical difference in student achievement, and they must be successfully recruited and retained.
Students, families, staff and the broader community benefit mutually from active engagement with one another.
Safe, nurturing and well-maintained schools/campuses are required for optimal learning.
- Website
- https://www.clarke.k12.ga.us/
- Telephone
- 706-546-7721
- Location
-
595 Prince Avenue
Athens
GA
30601
US
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