District Clerk/Administrative Assistant/Payable Clerk
Glenns Ferry School District •South Central / Twin Falls •Secretary •Not Applicable •Full Time •Posted 1Y ago
About this job
About this job
QUALIFICATIONS
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, databases, spreadsheets, 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
PRIMARY RESPONSIBILITY TO
Superintendent and School Board
JOB SUMMARY
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.
MAJOR DUTIES AND RESPONSIBILITIES
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 information;
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 employees
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. Purchasing agent district wide;
34. Process purchase orders, and invoices retaining documentation for successful annual audit;
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
EVALUATION
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.
TERMS OF EMPLOYMENT
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.
NOTE
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 requiredAccounting backgroundUS Citizen requiredMust be able to pass background clearance
Experience required
Office working environment, 1 year preferred
Skills required
ConfidentialityWork independentlyAttention to detailComputer knowledgeAbility to work in professional and friendly mannerAbility to perform duties with an awareness of all District policy and procedures
Benefits
DOE4 day work week/32 hours12 month positionPERSI retirementMedical/Vision Dental plansLifeFlight
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.