District Clerk/Administrative Assistant/Payable Clerk

Glenns Ferry School District Southwest / Boise Secretary Not Applicable Full Time Posted 2D ago

About this job

1. High School diploma and courses in bookkeeping, accounting, business mathematics, or secretarial skills
2. Strong background in accounting preferred
3. Ability to maintain accurate and precise records according to federal and state law, administrative rules, and Board policy
4. Experience with a human resources information system
5. Knowledge of word processing, data bases, spread sheets, and reports
6. High level of competence in typing, filing, and general computer knowledge
7. Knowledge of automated office equipment and efficient office procedures
8. Strong telephone skills and ability to communicate effectively
9. Work well with students, staff, and the public
10. Work well under pressure and deadlines
11. Excellent organizational skills
12. Maintain confidentiality of staff and students

Superintendent and School Board

Attend Board meetings, prepare and record board agendas, board minutes, board packets, and other information and reports; maintain public records; receive subpoenas or garnishments, etc.; and fulfill other requests made by the Board and Superintendent.
To assist in the administration of the district's payroll and benefits program with a high degree of responsibility, discretion, and confidentiality. To ensure the smooth and efficient administration of the payroll and benefits program as well as accounts payable and secretarial duties. Act as a receptionist in greeting staff and community members in a friendly, helpful, and positive manner as they come into the district office.
1. Preparation of agendas, setting forth all known items of business to be considered at Board
meetings. Ensure agendas are consistent with Idaho Open Meeting Laws;
2. Attend all meetings of the Board and keep a record of the proceedings;
3. Keep full and accurate minutes of all meetings of the Board and send a copy of such minutes to
each Board member prior to the next regular Board Meeting;
4. Safeguard and maintain all records and papers of the Board according to Idaho Public Records Law;
5. Devise a system of acceptable filing to guarantee the safety and availability of all reports, minutes
of meeting, contracts, communications, and publications, and such other documents as the Board
may place in the administrative assistant custody;
6. Be responsible for the retention and destruction of public documents in accordance with federal
and state law, administrative rules, and Board policy and serve as the records management officer;
7. Cause publication of meetings, bid openings, all legal notices, and other public notices as required;
8. Monitor Board budget accounts, being mindful when completing requisitions;
9. Keep the policy manual up-to-date and current;
10. Sign Board approved certified contracts, as needed;
11. Maintain all personnel files including current transcript/credit summaries;
12. Compile and update staff directory and sub list and supply to other buildings;
13. Advertise, collect, and process application for all job openings;
14. Record and update employee information such as personal data, compensation, and benefits
15. Compile and process payroll information including data entry of timesheets, deductions, and
related data

16. Prepare authorized and mandatory deductions
17. Assist in preparing withholding, social security, and tax returns
18. Coordinate the implementation of specific district benefit programs for benefit-eligible
19. Prepare, verify, and distribute payroll and payroll related checks;
20. Prepare various payroll reports;
21. Review payroll transactions for accuracy and completeness;
22. Audit various payroll records, including timecards, bonuses, and payments;
23. Serve as the primary contact for employee payroll related questions, inquiries, and concerns;
24. Administer the retirement program and handles retirement paperwork;
25. Consult, advise, and act as liaison to employees;
26. Conduct group and individual new hire orientations, explaining district processes;
27. Make reservations for travel/lodging accommodations as needed;
28. Analyze and prioritize workflow
29. Prepare and send reports to the State Department of Education;
30. Greet public and staff in a competent and diplomatic manner;
31. Represent the School District in a positive manner;
32. Assume responsibility for his/her continuing professional growth and development by
attending trainings;
33. Order supplies district wide;
34. Process purchase orders, and invoices retaining documentation for audit process;
35. Enter all purchase orders into the computer and keep track of the paid and unpaid status of each purchase order
36. Perform other duties as assigned

Performance of this position will be evaluated annually by the superintendent and or/School Board in conformance with federal and state laws, administrative rules, and Board policy.

This position shall be considered in all respects “employment at will”. The “employment period” and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.

All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting. Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired.

Legal Reference: I.C. § 33-512 Governance of Schools
I.C. § 33-1210 Information on Past Job Performance

Education required

High School diploma or equivalent required
Accountig background
US Citizen required
Must be able to pass background clearance

Experience required

Office working environment, 1 year preferred

Skills required

Work independently
Attention to detail
Computer knowledge
Abilit to work in professional and friendly manner
Ability to perform duties with an awareness of all District policy and procedures


4 day work week/32 hours
12 month position
PERSI retirement
Medical Vision/Dental plans

Equal Opportunity Employer Statement

Glenns Ferry School District is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.