Durango School District 9-R is accepting applications for a Senior Administrative Assistant .50 FTE/Accounts Payable Clerk .50 FTE position in the Finance Department. Position includes benefits and begins ASAP.

 

Job Title: Senior Administrative Assistant/Accounts Payable Clerk 

Job Family: Administrative Support               Pay Grade: ESP Salary Schedule

Department: Central Office Based                 FLSA Status: Non-exempt

Typical Work Year: 12 months                     Prepared Date: March 5, 2024

 

SUMMARY:  Responsible for providing executive level, confidential administrative support to the administrator. Support schools and departments by being a resource of information. Coordinate meetings and activities for the administrator. Perform general payable processes in a way that exemplifies excellence and innovative practices. Provide a high-level of customer support to internal and external stakeholders in a timely and efficient manner. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:  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.  The frequency and percentage of time of duties may vary based on building or department assignment.

 

Senior Administrative Assistant Duties:

• Prioritize incoming information and serves as a clearinghouse for correspondence.  Drafts correspondence on behalf of the administrator.  Provide assistance and support by identifying and prioritizing incoming information, appointments, phone inquiries and  delegating and/or directing issues to appropriate department or district personnel.  Respond to questions regarding district issues, policies and procedures. 
• Prepares, proofreads and coordinates the preparation of documents for the administrator.  Performs necessary legal research to assist the administrator in the preparation and execution of documents.  
• Create reports and spreadsheets of information and perform detailed analysis of data as requested using a variety of district and state databases.  Compile information into and extract information from district and department information databases, outside website and database sources.  Oversees and directs the maintenance of the website for the departments within the division.
• Creates, manages and maintains multimedia presentations.  Coordinates committees and prepares correspondence, agendas, minutes, and arrangements for the committees.
• Assist in the preparation of reports for the Board of Education, as well as for state and federal reporting for the school district.
• Assist in managing/monitoring department/division processes and/or projects.  Prepare, organize, and maintain project documents.  Track, follow up on and coordinate action items until satisfactory completion.
• Coordinate with the Executive Assistant to the Superintendent to ensure that Board and District Policies for the remain current for designated areas of oversight.
• Maintain department files and databases.
• Make conference/workshop arrangements including air travel, hotel reservations, and registrations.
• Engage in ongoing professional development.
• Performs other related duties as assigned.

Accounts Payable Clerk Duties:

• Process outgoing payments to vendors in a timely manner and in compliance with financial policies and procedures.
• Process day to day financial transactions, including verifying, classifying and recording accounts payable data.
• Reconcile the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.
• Review, verify and issue payment for employee travel and expense reimbursements according to District and Board guidelines.
• Research and provide general customer service and explanations regarding complex or quantitative analysis to others related to account transactions.
• Receive, analyze, and verify coding and authorizations on materials requisitions.  
• Provide support to schools/departments by resolving questions on requisitions, deposits, purchase orders and other fiscal operations.
• Mail checks and maintain an orderly file of invoice documentation for reference
• Maintain neat and orderly records from prior fiscal periods in designated areas. 
• Oversee maintenance and accounting of store inventory and copier count usage, posting activity to general ledger.
• Perform other duties as assigned. 

EDUCATION AND TRAINING: High school diploma or equivalent. 

 

EXPERIENCE: Experience is preferred but may not be necessary for hiring.

 

CERTIFICATES, LICENSES, & REGISTRATIONS:  Criminal background check required for hire. 

TECHNICAL SKILLS, KNOWLEDGE, & ABILITIES:

• Oral and written communication skills. 
• English language skills;  multilingual skills preferred. 
• Interpersonal relations skills. 
• Personal computer and keyboarding skills. 
• Customer service and public relations skills. 
• Critical thinking and problem solving skills.
• Ability to maintain confidentiality in all aspects of the job. 
• Ability to manage multiple tasks/priorities with frequent interruptions. 
• Ability to promote and follow Board of Education policies, Superintendent policies and building/department procedures. 
• Ability to grow and develop knowledge, skills, and attitude through professional development.
• Ability to communicate, interact and work effectively and cooperatively in a team setting
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator. 

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE: 

• Operating knowledge of and experience with personal computers.
• Operating knowledge of and experience with Microsoft Office, email/calendar systems, financial software, publishing software. 
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, E-mail, etc. 

Durango School District 9-R is an equal opportunity educational institution and will not discriminate on the basis of race, color, sex, religion, national origin, ancestry, creed, age, marital status, sexual orientation, genetic information, disability or need for special education services in admissions, access to treatment, or employment in educational programs or activities which it operates, or any other applicable status protected by federal, state or local law. For information regarding civil rights or grievance procedures, contact Laura Galido, Compliance Officer, Durango School District 9-R, 201 E 12th Street, Durango, CO 81301, (970) 247-5411, lgalido@durangoschools.org, or the Office for Civil Rights, U.S. Department of Education, 1244 Spear Boulevard, Suite 310, Denver, CO 80204-3582, (303) 844-5695.