Professional Assistant III, Bookkeeper

Category: School Based Clerical

About the role

The Professional Assistant III provides high-level administrative support to the head of a major function area, including schools, instructional, and operational departments. This role involves clerical support, meeting planning, office management, and responding to inquiries about FCS policies and procedures. The position also monitors, tracks, and reconciles budget activity in the SAP system.

Responsibilities

• Maintains the departmental calendar, including official business, meetings, conferences, and other events
• Processes data in the SAP system, including employee data, payroll, purchasing, invoices, and budget-related information
• Answers telephone calls courteously and resolves complaints tactfully
• Monitors and orders office supplies within budget parameters
• Performs clerical and secretarial support for special projects, such as conference and committee meeting planning
• Maintains highly confidential data used by the supervisor or department
• Screens telephone calls, letters, and visitors; responds to requests and correspondence as directed
• Compiles and assimilates information to prepare budgets for the District
• Identifies and provides solutions to routine business matters with minimal direction
• Prepares, types, and processes correspondence and documents to ensure accuracy and timeliness
• Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics) to generate reports
• Receives, sorts, and distributes department mail accurately and timely
• Maintains a current contact list of District personnel, including phone numbers and email addresses
• Schedules travel and maintains itineraries for department employees
• Schedules and maintains the department’s conference rooms and classrooms, ensuring proper equipment setup
• Coordinates arrangements for meetings, conferences, and travel on behalf of the supervisor
• Performs other duties as assigned by the appropriate administrator

Requirements

• High School Diploma or GED equivalent
• Minimum of 5 years of clerical/administrative experience
• Experience with SAP or other major Enterprise system is preferred
• Must be willing to acquire additional training as directed by manager

Skills

• Proficient in Microsoft Office
• Proven ability to handle confidential information
• Ability to manage multiple tasks, projects, and responsibilities
• Ability to compose and compile correspondence from various sources
• Strong judgment and ability to work independently
• Excellent organizational and customer service skills
• Excellent written and verbal communication skills

Working Conditions

• Normal office environment
• Routine physical activities such as sitting, standing, and walking
• May require lifting up to 10 lbs