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Soap Lake School District
Soap Lake, WA, United States (on-site)
27 days ago
Soap Lake School District
Soap Lake, Washington, United States (on-site)
27 days ago

Description

Job Description

Title:                                                      Executive Assistant to the District – Accounts Payable

Salary Range:                                     $26.00 to $31.50 per hour depending on qualifications. Benefits included.

Work hours:                                       Non-Union, Confidential Position – 8 hours per day/260 days per year

Immediate Supervisor:                  Superintendent of Schools

Evaluation Supervisor:                   Superintendent of Schools

 JOB SUMMARY:

This position performs a wide variety of secretarial, clerical and bookkeeping duties using independent judgment within generally defined methods, practices and procedures.

 ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:

This list of essential functions is not exhaustive and may be supplemented as necessary. Depending upon individual assignment, the Executive Assistant may perform all or a combination of several of the following duties:

 Organizes and coordinates district operations. Independently performs tasks involving personnel, and facilities and makes related decisions within their scope of authority. Assists in developing office procedures and policies; establishes and maintains recordkeeping systems.

  • Maintains and updates computer databases and spreadsheets by verifying and inputting a variety of staff information, including new staff email accounts, keys, system permissions. Including but not limited to job postings and management of the software system.
  • Coordinates, arranges and prepares necessary materials for major activities such as staff orientation and district wide events.
  • Purchasing: Maintain vendor files. Keep informed about sources of supply and new product developments.  Assist with competitive bidding, informal quotations, and negotiations.  Enter purchase orders from approved requisitions.  Keep informed of status of requisitions and orders.  Copy and maintain purchase order files.
  • Accounts Payable: Manage district credits cards, open invoices, review statements, match purchase orders and invoices to process for payment. Perform data entry in the WISE system, process vouchers and prepare reports for the Business Manager’s review.
  • Warrants: Process approved warrants. Prepare Warrant Register/Supplement and make copies for the Board meetings.  Check printed warrants and prepare for mailing.
  • Receipt in of district collected monies and deposits.
  • Coordinates District travel for staff. Including, but not limited to air, lodging, meals, and conference registration.
  • Supports the Food Service and Maintenance Directors with reporting of data to various entities.
  • Maintains Board Policies and Procedures and ensures online accessibility for board meetings and agendas.
  • Supports the district team with reporting of student enrollment.
  • Maintains and updates inventories of supplies, books, furniture and equipment.
  • May provide direction, guidance and training of other administrative assistants.
  • Performs receptionist duties by answering and routing telephone calls, and providing assistance to and information to the public in person or by telephone.
  • Works cooperatively with administrative staff to maintain a safe school and caring learning environment.
  • Dresses appropriately for a school setting.
  • Performs other related duties as assigned.


Requirements

UTILIZE THE FOLLOWING OFFICE SYSTEMS AND/OR SOFTWARE

  • WSIPC System (WESPaC/Skyward)
  • OSPI/EDS Software
  • Microsoft EXCEL
  • Microsoft WORD
  • Multi-line telephone system
  • Google Systems (Docs, Gmail, etc.)

 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of office practices, procedures and equipment.
  • Knowledge of general bookkeeping practices and procedures.
  • Ability to develop and maintain office procedures and recordkeeping systems.
  • Ability to independently plan, organize and coordinate office activities, often in supervisor’s absence.
  • Ability to perform calculations quickly and accurately and record and balance financial data.
  • Ability to communicate effectively with district staff, students, parents and the general public using tact, courtesy and good judgment.
  • Ability to work independently with a high degree of accuracy and attention to detail to meet deadlines.
  • Ability to understand and execute verbal and written instruction, policies and procedures.
  • Ability to maintain confidentiality of sensitive information.
  • Good attendance and punctuality required.
  • Excellent grammar, punctuation, spelling and ability to work independently are required as well as the willingness to learn.

 MINIMUM QUALIFICATIONSEducation and Experience

  • High School graduation or equivalent
  • Two years of secretarial experience which included the use of computer applications and bookkeeping responsibilities; or any combination of education and experience which provides the applicant with the knowledge, skills and abilities required to perform the job.
  • First Aid card may be required.
  • Ability to successfully complete a basic skills assessment.

 PREFRRED QUALIFICATIONSEducation and Experience

  • Post-Secondary Education – AA or BA in a related field
  • Experience working in an educational system
  • Bilingual (Russian, Ukrainian, or Spanish)
  • Executive Assistant Experience
  • Successful banking or superior cash handling and reconciliation experience.
  • Accounting/Accounts Payable Experience working with a requisition, purchase order or warrant system.

 This position reports to the District Superintendent.  Due to the confidential nature of the position, this position is exempt from the bargaining unit.

Job Information

  • Job ID: 66601964
  • Workplace Type: On-Site
  • Location:
    Soap Lake, Washington, United States
  • Company Name For Job: Soap Lake School District
  • Position Title: Executive Assistant to the District - Accounts Payable
  • Job Function: Executive Asst.
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: H.S. Diploma/Equivalent
  • Min Experience: 1-2 Years
  • Required Travel: 0-10%
  • Salary: $26.00 - $31.50 (Hourly Wage)
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