Executive Secretary - Finance

Department: Finance | Reports to: Chief Financial Officer | FLSA Status: Non-Exempt

About the role

Under general supervision, provides direct administrative and clerical support to the finance department. Duties include bookkeeping, word processing, data entry, establishing and maintaining files and records, coordination of meetings, materials preparation, and other assistance as needed.

Responsibilities

• Supports and upholds the mission, vision, and strategic goals of Lexington County School District One toward increased outcomes for students
• Interacts, communicates, and collaborates effectively with all stakeholders
• 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; provides for safe storage and proper use of all tools, equipment, and materials
• Orders and stocks supplies and other items for the finance department
• Provides assistance in administrative areas such as compiling data, verifying accuracy of records and reports, and providing information and assistance to stakeholders
• Provides secretarial support: answering phones, filing, sorting and distributing department mail, scanning, etc.
• Provides clerical and bookkeeping assistance as a back-up to other departmental staff when needed
• Assists with preparing materials for school/district training and school board meetings
• Compiles SDAC quarterly reports
• Prepares monthly Transparency reports for website posting
• Assists with budget and ACFR preparation
• Assists the Director of Accounting with Proviso billings, teacher supply payments, and funding reports
• Responsible for archiving and records retention of finance department
• Effectively uses personal computing devices and software applications for management of pertinent information and communication
• Performs other job-related duties as assigned

Requirements

• Associate's degree with a minimum of two years bookkeeping and secretarial experience preferred; any equivalent combination of training and experience providing the required knowledge, skills, and abilities
• Current government-issued identification
• Personal computer experience required
• Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software
• Knowledge of the policies, procedures, and activities of the school district pertaining to the specific duties and responsibilities of the position
• Knowledge of school policies, procedures, and operations
• Ability to access reliable transportation

Skills

• Ability to establish and maintain effective working relationships with students, staff, and the school community
• Ability to speak clearly and concisely in both oral and written communication
• Ability to apply knowledge and current research and theory
• Ability to organize and implement a flexible work schedule 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
• 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
• Computer literacy required

Physical Demands

Physical demands are restricted to office work requiring lifting/moving of items weighing up to twenty-five pounds. The employee will sometimes push/pull items such as furniture or boxes of materials. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen, and/or reach with hands and arms. Specific vision abilities required include close vision and distance vision. Occasionally the position requires the employee to work irregular or extended hours. Duties require frequent use of a computer monitor and related equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

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. Job requires the operation of standard office and technology equipment. The noise level in the work environment varies from quiet to loud depending upon the activity in the particular part of the day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pay & Schedule

8 hours per day, 230 days per year. Support Staff Salary Scale (Grade 10). Terms of employment are based on full-time employment during the school year; conditions adjusted for part-time employees or individuals hired for less than an entire school year.

Supervisory Responsibility

No budgetary responsibility and no supervisory responsibility assigned.