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Columbia

    Office Staff - Columbia, United States - Columbia Public Schools

    Columbia Public Schools
    Columbia Public Schools Columbia, United States

    2 weeks ago

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    Description
    (Using a computer is suggested to complete application. Phones are not always compatible.)

    POSITION PROPERTIES

    Position Title

    Secretary to the Director of Business Services

    Schedule / Grade

    Grade 29

    Job Code

    94ADSUP653

    FLSA

    Non-exempt

    Calendar

    HRLY-WH

    Benefits

    Eligible - 60 day waiting period

    Contract Type

    Notification

    Bargaining Unit

    None

    Revised Date

    04/30/2024

    PURPOSE

    This position is responsible for facilitating the work of the office of the Director of Business Services.

    ESSENTIAL RESPONSIBILITIES AND DUTIES
    • Performs a full range of clerical and procedural functions for the office.
    • Maintains electronic and paper filing system.
    • Maintains the revolving cash fund for the Business Services office.
    • Reviews and processes petty cash account reimbursements for all schools and programs in the District.
    • Prepares and makes daily deposits.
    • Processes travel expense vouchers for all employees of the District and reconciles cash advances as necessary.
    • Assists in preparation and submission of various reports for the Board of Education.
    • Assists with monitoring and updating the Business Services website and Finance Procedures Manual.
    • Types reports and correspondence as necessary. Reviews outgoing correspondence for accuracy and appropriateness.
    • Processes absences and payroll entries for the employees of the Business Services office.
    • Assists in accumulation and presentation of the District's Annual Comprehensive Financial Report.
    • Responsible for managing office supplies and needs.
    • Maintains calendar for the Director of Business Services and Business Services Conference Room.
    • Receives telephone calls and visitors for the Business Services office. Directs calls and visitors to appropriate staff.
    • Generates various reports as requested for the Director of Business Services.
    • Serves as the liaison between the Business Office and the Assistance League of Mid-Missouri (ALMM) during the Links to Learning annual grant application process. Works with CPS Technology Services department to ensure applications are posted online correctly. Coordinates starting and ending dates of the application process with ALMM, CPS Business Services office, CPS Technology Services department, and CPS Curriculum and Instruction department. Date stamps all applications received (both hard copy and online).
    • Allocate funds received from the CPS beverage partner to respective buildings and make deposit.
    • Run quarterly postage report for fund balances. Replenish postage meter funds. Complete Journal Entry form and forward to accountant for posting.
    • Assist with placing proposed tax rate information in local newspapers as required by law.
    Performs other duties as necessary to support the mission and vision of Columbia Public School District.

    DISTRICT EXPECTATIONS

    All employees of the District are expected to adhere to the policies and regulations of the Board of Education, maintain appropriate certification and competencies necessary for the position, and demonstrate the values of the district at all times. For information on polices, regulations and values, visit

    REPORTING RELATIONSHIPS

    Reports To: Director of Business Services

    Supervises: None

    QUALIFICATIONS

    Minimum: High school graduate; three (3) years of administrative experience, mastery of office skills, superior knowledge of English usage and communication skills; ability to maintain confidentiality; assumes responsibility without direct supervision; good public relation skills; has working knowledge of word processing, database, presentation, and spreadsheet programs such as Word, PowerPoint, and Excel as well as computer troubleshooting skills; detail oriented with bookkeeping experience.

    Preferred: Business school/associates degree

    Ideal candidate will have a professional and friendly demeanor with a demonstrated ability to work well with a variety of individuals in a fast-paced environment.

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

    ADA REQUIREMENTS

    Language: Read, comprehend, and produce written and oral instructions, correspondence, and memos; Communicate one-on-one and in small groups; Demonstrate excellent verbal and non-verbal communication skills; Demonstrate excellent listening skills.

    Computation: Add, subtract multiply and divide using units of American money, weight, volume and distance.

    Reasoning: Understand and follow verbal and written instructions; Solve problems involving concrete variables within standardized situations.

    Technology: Perform basic computer functions such as word processing and internet use

    Other Skills and Abilities: Establish and maintain effective relationships with students, colleagues, and parents; Perform multiple tasks simultaneously; Safeguard confidential medical information.

    Physical Demands: While performing the duties of this position an employee must have the ability to Stand, stoop, bend and kneel; Read handwritten or printed material; Frequently lift up to 10 pounds; Grasp, hold, and demonstrate finger dexterity; Reach and raise arms above shoulders and head; The selected applicant must have both close and distance vision.

    Attendance: Consistent and regular attendance is an essential function of this position

    Conditions and Environment: The individual who holds this position will regularly work in a school environment that is noisy and active.

    Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.

    Equal Opportunity Employer
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