Executive Secretary Finance

QUALIFICATIONS:

High school graduate or GED with two years of vocational training or college or three (3) years of directly related work experience.

Must have at least three (3) years of progressively responsible secretarial experience requiring superior secretarial skills.

Ability to transcribe, file and operate standard business machines including computer.

Must have knowledge of business practices and procedures including business English, spelling and grammar, commercial math, and appropriate telephone techniques.

Extensive knowledge of spreadsheets, word processing, presentation, and other software packages.

Ability to manage administrative details relative to the functions of the office of the Chief of Finance & Operations.

Ability to carry out instructions and work independently.

Shall have the ability to work and communicate effectively with community, Board, students, and staff members.

Familiarity with the organization of the District.

REPORTS TO:

Chief of Finance & Operations

JOB GOAL:

Provide secretarial and clerical support to the assigned executive; coordinating and monitoring financial information including deposits and expenditures; reporting to other governmental agencies; and providing information and/or direction as may be requested by assigned executive.

PERFORMANCE RESPONSIBILITIES:

Relieves the Chief of Finance & Operations of various administrative details, including, but not limited to, placing and screening incoming office calls, correspondences, visitors and other requests to evaluate the relative importance of each. Responds independently as appropriate or refers them to the appropriate staff member as circumstances warrant.

Reconciles and deposits all Extracurricular Tax Credit monies. Issues tax credits, tracks tax credit information and reports to the State Department of Revenue.

Maintains records and submits reports for district health insurance programs, COBRA, and Flexible Spending Accounts.

Maintains District travel records, including budget information, purchase orders, statistical information, etc. Initiates requisitions, work orders, travel requests, and reconciles purchasing card statements.

Responsible for deposits, reconciliation, reimbursement, and check writing for District Revolving Fund and Revenue accounts.

Establishes and maintains harmonious working relationships with the Governing Board, Chief of Finance & Operations, other executives, YABC Trust Board, co-workers, business community, parents and the public.

Takes action authorized during the executive’s absences and uses initiative and judgment to determine that matters requiring attention are referred to delegated staff member or handled in a manner to minimize the effect of the absence of the executive.

Coordinates a wide variety of projects, functions and/or district components (e.g. staff evaluation tracking, time off requests, meetings, facility use requests, field trip requests, fundraising requests, staff travel requests, staff celebrations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Maintains confidentiality at the highest level.

Provides assistance and resolves complaints and problems using divisional or departmental policies and regulations.

Initiates the preparation and dissemination of YABC Board agendas and notices; prepares Board booklets for meetings.

Attends YABC Board meetings and transcribes minutes of meetings.

Initiates and composes written correspondence in response to inquiries regarding the district, schools and various programs within the District.

Publishes all legal and public notices concerning District business.

Researches and abstracts information and supporting data in preparation for Board/administrative meetings, projects and reports.

Types, receives, and carefully proofreads all correspondence, reports, notices, memos and other materials for the executive.

Prepares communications outlined by the executive in oral or written directions.

Maintains appropriate filing system.

Orders and maintains supplies and performs budgeting tasks as required.

Assists other departments or staff members as required.

Performs other duties as assigned or as judgment or necessity dictates.

SUPERVISION GIVEN:

Technical and functional consultation given to various staff as necessary.

SUPERVISION RECEIVED:

Chief of Finance & Operations, when appropriate.

TERMS OF EMPLOYMENT:

12-month work year. Salary and benefits as established by the Board.

EVALUATION:

Performance of this job shall be evaluated by the Chief of Finance & Operations, in accordance with provisions of the Board's policy on evaluation of classified personnel.

R11513

Job Type: Full-time

Pay: $19.13 - $22.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Yuma, AZ 85364: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $19 - $23