Executive Secretary - Business Services

Qualifications

• High School Diploma with a minimum of 2 years Secretarial experience required
• Associates/Bachelors Degree preferred
• Two years bookkeeping experience preferred

Essential Functions

• Supports and upholds the mission, vision and strategic goals of Lexington County School District One towards increased outcomes for students.
• Interacts, communicates and collaborates with all stakeholders effectively.
• Establishes a safe, supportive, positive and productive working and learning environment.
• Operates general office and technology equipment needed for daily activities.
• Maintains confidentiality regarding all employee and student information.
• Participates in all professional meetings and training sessions as required.
• Requests and maintains materials needed for daily responsibilities and essential functions; provides for safe storage and proper use of all tools, equipment and materials.
• Provides secretarial support by performing such duties as answering phones, filing, sorting and distributing department mail, assisting Business Services with Invoice sorting, etc.
• Provides clerical and bookkeeping assistance as a back-up to other departmental staff when needed.
• Effectively uses personal computing devices and software applications for the management of pertinent information and communication.
• Scan invoices into accounting system
• Review and prepare travel request forms for entry into accounting system
• Proof invoice batches for accuracy and entry into accounting system
• Orders and stocks supplies and other items for the finance department.
• Aids in preparing materials for school/district training and school board meetings.
• Aids Payroll staff with SDAC reports.
• Aids the Director of Accounting with Funding Reports.
• Responsible for archiving and records retention of the finance department.
• Performs other job-related duties as assigned.

Other Skills and Abilities

• Ability to perform duties with awareness of all district requirements and Lexington County School District One Board policies.
• Must be able to access reliable transportation.
• Personal computer experience required.
• Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software.
• Ability to establish and maintain effective working relationships with students, staff and the school community.
• Ability to speak clearly and concisely both in oral and written communication.
• Ability to apply knowledge and current research and theory.
• Ability to organize and implement a flexible work schedule in order to meet reporting deadlines.
• Ability to self-monitor and manage multiple tasks while working individually and with members of a group.
• Ability to submit all requested reports and documentation in a timely manner and in accordance with scheduled deadlines.
• Some extended hours and multiple demands from several people are frequently required of the employee.
• Computer literacy required.
• Knowledge of the policies, procedures, and activities of the school district which pertain to the specific duties and responsibilities of the position.
• Knowledge of school policies, procedures, and operations.
• Ability to demonstrate proper maintenance, safe operation, and utilization of equipment, materials, and supplies used in daily activities.
• Ability to maintain high standards of accuracy in exercising duties.
• Ability to anticipate work to be completed and to complete work without the need for direct supervision.
• Ability to maintain confidentiality of employee and student records and information.
• Ability to interact and communicate in an effective and professional manner with supervisors, co-workers, teachers, students, and the general public.

Physical Demands

• Lifting/moving of items weighing up to twenty-five pounds.
• Pushing/pulling items such as furniture or boxes of materials.
• Sitting, standing, walking, talking, listening and reaching with hands and arms.
• Close vision, distance vision.
• Frequent use of a computer monitor and related equipment.
• Conducts duties in an office environment with no significant exposure to environmental conditions.
• Requires ability to maintain constant attention and meet deadlines.
• Occasional local travel is required; no overnight travel is required.

Work Environment

• Office environment with no significant exposure to environmental conditions.
• Requires ability to maintain constant attention and meet deadlines.
• Occasional local travel is required; no overnight travel is required.