Job Description
Job Title: Office Manager/Finance Secretary- Adult Education
Department: Adult Education
Reports to: Adult Ed Coordinator
FLSA Status: Non Exempt
Salary Schedule: SC-08
Prepared By: Adult Education
Prepared Date: 11/11/07
Approved By: Human Resources Director
Approved Date: 11/12/07
SUMMARY
Performs office management duties in the Adult Education program by performing the duties listed below. Work schedule may include days and evenings
ESSENTIAL DUTIES AND RESPONSIBILITIES may include the following. Other duties may be assigned.
Answers, screens, and transfers calls. Greets visitors, participants and staff and directs to appropriate area of need.
Reads and routes incoming and outgoing mail and correspondence.
Orders and maintains program supplies, materials, and equipment maintenance.
Accepts and deposits funds for student registration, fees, and activities.
Manages accounting procedures for funds, records, financial transactions, audits and balances and all program accounts.
Maintains, monitors, and prepares information needed for budget purposes.
Creates and maintains office database and spreadsheet files. Updates computer data files with a wide variety of student information.
Organizes, reviews, and updates office procedures and provides training for office staff.
Prepares, submits, and maintains employee time and attendance records. Maintains records and logs such as vacation/sick leave, monthly payroll time sheets, etc.
Assists registrar in creating and maintaining student files and records according to state and federal regulations.
Assists Adult Education coordinator with record keeping, scheduling of teachers and tutors, and classroom scheduling.
Prepares and tracks check requests, purchase orders, travel authorizations, payment vouchers, contracted services forms, regulation grant and budget forms, invoices and internal billings, and other miscellaneous forms.
Monitors, schedules and records travel, reservations, and itineraries for staff. Compiles related documents for travel related events.
Performs secretarial duties such as composing correspondence, bulletins, memorandum, faxes, and other printed materials; scheduling meetings and taking minutes; maintaining office filing system. Performs minor maintenance and repair of office machines and copiers.
Proficient in Microsoft Office software, including Word, Excel, and Access. Assists coordinator and registrar in preparing state and federal reports and grants.
Assists program coordinator, registrar, and teachers in planning and implementing student activities such as graduation.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Proficient in all aspects of computer technology, accounting and bookkeeping. Experience with FIS or other student information systems and financial tracking systems are preferred.
EDUCATION and/or
EXPERIENCE
Associate’s degree (A.A.) or equivalent from two-year college or technical school and a minimum of two years related office management and secretarial experience.
CERTIFICATES,
LICENSES, REGISTRATIONS
None
LANGUAGE SKILLS
Ability to read and interpret documents, instructions, and manuals. Ability to speak effectively before various groups.
MATHEMATICAL AND TECHNICAL
SKILLS
Ability to solve mathematical problems, to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to perform all functions in computer technology. Proficient with spreadsheets, databases and word processing and desktop publishing.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of variables. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to use hands, to finger, handle of feel, reach with hands and arms, and talk or hear. The employee is frequently required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and color vision.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.