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ADMINISTRATIVE ASSISTANT/CASH MANAGEMENT SPECIALIST SY 2019-2020

Employer
East St Louis School District 189
Location
East St Louis, IL, US
Salary
Competitive

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Job Category
Administrator, Specialist / Coordinator, Support Staff, Secretarial / Clerical
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  • Position Type:
    District and School Support Positions - Non-Cert/ Administrative Assistant

  • Date Posted:
    7/10/2019

  • Location:
    189 Board of Education Administration Building

  • Date Available:
    ASAP

  • Closing Date:
    Until filled



    • TITLE: Admin. Assistant/Cash Management Specialist CLASSIFICATION: Non-Certified

    FLSA: Non-Exempt DEPARTMENT: Finance

    SALARY: Administrative Salary Schedule-PG3 WORK YEAR: 260 Days

    REPORTS TO: Chief School Business Official

    JOB DESCRIPTION:

    Under the general direction of the Chief School Business Official, the Administrative Assistant/Cash Management Specialist will process a wide variety of accounting documents, compile and review information for accuracy, prepare reports, coordinate and direct support services to the organization. Include greeting and assisting callers and visitors, handling various accounts, preparing meeting agendas and minutes, scheduling appointments and meetings, distributing mail, preparing documents and transactions.

    QUALIFICATIONS:

    Bachelor's Degree in accounting, preferred

    Experience in executive administrative support preferred

    Experience in an educational setting desirable

    Coursework in business, math, accounting, bookkeeping, and record keeping

    Knowledge of computers and relevant software application

    Knowledge of accounting principles

    Proficient keyboarding skills

    KNOWLEDGE, ABILITIES, AND SKILLS:

    Knowledge of:

    1. Office protocol including dealing with difficult people and situations
    2. Accounting terminology and budget principals
    3. Select and compile data for statements, expenditures, revenues, accounts, and reports
    4. Statistical data collection
    5. Office software including Word, PowerPoint, and Excel
    6. Project Management

    Ability to:
  • Communicate clearly and effectively
  • Maintain confidentiality in all aspects of the job.
  • Analyze situations accurately, and adopt an effective course of action
  • Meet district standards of professional conduct as outlined in Board Policy
  • Work under pressure
  • Operate a computer, enter data, maintain records and generate reports
  • Manage multiple tasks at one time with frequent interruptions.
  • Keep accurate and confidential records.
  • Respond to diverse administrative needs with accuracy



    • Skills:
  • Organizational skills, using tact, patience, and courtesy
  • Planning skills
  • Verbal and written
  • Interpersonal communication skills
  • Project supervisory skills


    • DUTIES AND RESPONSIBILITIES: (Essential Job Functions)
    • Knowledge of the principles and practices of governmental accounting, budgeting, and the analysis and reporting of financial data.
    • Organization and time management skills.
    • Knowledge of accounting and bookkeeping principles.
    • Ability to carry out instructions in written or oral form.
    • Ability to compute complex math operations and make projections.
    • Ability to use computers and software including Excel, Word, etc.
    • Ability to problem solve work related situations.
    • Ability to establish and maintain cooperative working relationships with others contacted in the course of duties.
    • Ability to process paperwork with accuracy and efficiency.
    • Attention to detail.
    • Maintain confidentiality of privileged and/or sensitive information.
    • Exercise independent thinking and good judgment.
    • Be flexible with personal schedule in response to official commitments and meetings.
    • Work well under pressure with constant deadlines and frequent interruptions.
    • Composes a variety of materials (e.g. reports, memos, letters, procedures, manuals, etc.) for the purpose of documenting activities, providing written reference and/or conveying information regarding expenses.
    • Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the accounting system.
    • Regular attendance to perform assigned duties
    • Provide direct support to the Chief School Business Official (CSBO).
    • Conducts research, enters, updates, and/or retrieves accounting data from automated systems. Acts as a technical resource for finance department related questions, including training, demonstrating, and answering questions.
    • Be responsive to the needs of other administrators in the absence of the CSBO.
    • Work with division directors and office staff to provide support solutions, assist with proofreading documents and act as a communication liaison for requests from CSBO.
    • Support the CSBO in management of projects as assigned. Manage projects that involve multiple stakeholders.
    • Prepare presentations for CSBO, including editing documents, creating PowerPoint slides, making handouts, making copies, etc.
    • Prepare written and statistical reports, studies and analysis
    • Create purchase requisitions and purchase orders, paying invoices, ordering supplies and developing and implementing tracking procedures.
    • Perform invoicing and accounts receivable functions including preparing daily bank deposit and reconcile bank accounts.
    • Assist CSBO with preparing and coordinating District documents associated with bond issuance, bond defeasance, real estate transactions and lease agreements.
    • Assist CSBO in coordination and implementing projects and procedures for division of finance. Manage projects, facilitating meetings and monitoring timelines.
    • Plan and schedule meetings and appointments. Arrange conference calls. Prepare routine correspondence as needed.
    • Act as building manager for the business department. Establish and maintain an organized tracking and management system for all keys to offices in the business services area. Maintain calendar for CSBO. Schedule travel as necessary.
    • Research confidential information as requested
    • Provide support for the administrator evaluation process and maintain confidential files. Assist/ prepare staff evaluations as necessary.
    • Attend workshops, conferences, and departmental meetings.
    • Meet with and support parents and others who arrive without an appointment when the supervisor is unavailable.
    • Prepare finance section of board of education agenda, including pre and post correspondence of notification of action taken and maintain calendar for division.
    • Take and maintain minutes of Finance Committee, Financial Oversight Panel, and other meetings as directed. Maintain Buildings and Grounds Committee meeting minutes.
    • Track use of premise, contact parents and others to dispense information as directed.
    • Perform other duties as assigned
    • Ability to read and interpret complex work-related documents such as manuals, policies, procedures, and reports.
    • Knowledge of mathematics and the ability to make accurate calculations.
    • Proficiency using computer applications such as spreadsheet, word processing, and database; ability to use accounting and grant management programs.
    • Written communication skills to be able to produce reports, memos, letters, and other documents.
    • Oral communication skills to be able to clearly explain technical concepts to non-technical customers.
    • Critical thinking skills, including analytical and problem-solving skills, decision-making skills, and sound judgment.
    • Planning, organizational, and time management skills to be able to meet deadlines.
    • Honesty, integrity, and adherence to strict guidelines for professionalism and ethics in accounting.


    WORKING CONDITIONS:

    Normal office environment with little exposure to excessive noise, dust and temperature

    Frequent interruptions throughout the day

    May be exposed to stressful situations


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