Adminstrative Assistant/Transportation Position Available In Hinds, Mississippi

Posting:

Adminstrative Assistant/TransportationLocation:

Maintenance WorkersJob Category:

Secretarial/ClericalSchedule:

Salary:

$0.00 – $0.00

Licensed Position:

NO Full Time:

YESALL APPLICANTS MUST APPLY ONLINE.

Please send Resume to the Director of Transportation, Justin Mitchell at jmitchell@madison-schools.com

Job Title:

Administrative Assistant/TransportationReports To:

Director of TransportationFLSA:

Non-exempt

POSITION SUMMARY

The job of Administrative Assistant was established for the purpose/s of assisting the director in the daily operation of the district as well as the planning, implementing, directing and maintaining of district programs by providing a wide variety of complex and confidential administrative and secretarial support; analyzing requests and providing recommendations for action; communicating information on behalf of the district and the governing board to its staff, other districts, public agencies, etc. This job is distinguished from similar jobs by the following characteristics: this position is an executive level clerical support position requiring a high level of confidentiality, skills and organization. The Administrative Assistant is responsible for all aspects of payroll, accounting and maintenance of all district financial records, and timely filing of required district reports. 

QUALIFICATIONS

High school diploma or equivalentTwo (2) years of experience in a clerical position (Preferred)Excel experienceAccount reconciliation experienceQuicken or QuickBooks preferred Experience with trip management software (Preferred)Experience working with vendors (Preferred)Working with multiple departments (Preferred)

ESSENTIAL DUTIES AND RESPONSIBILITES

Pleasant telephone and interpersonal skills.

Good clerical skills, including but not limited to typing, filing, and organizing.

Maintains confidentiality.

Performs the usual office routines and practices associated with a busy yet productive smoothly run office.

Acts as liaison between schools, central office, and vendors.

Orders office supplies when needed.

Performs any bookkeeping tasks associated with the specific position.

Prepare reports for the director as required.

Performs all assigned duties from Assistant Superintendent/Superintendent.

Knowledge of secretarial and bookkeeping procedures; ability to maintain accurate records.

Skill in operating a variety of office machines.

Effective oral and written communication skills.

Ability to operate a computer.

Experience with/knowledge of computer software such as Windows, MS Office, and other application software.

Ability to learn federal, state, and district rules and regulations concerning accounting procedures, and Department of Transportation.

Ability to set up and maintain an accurate filing system.

Ability to organize and set priorities.

Ability to work effectively under pressure and remain flexible to changes in situations or assignments.

Ability to work independently with minimal supervision.

Ability to detect errors in bookkeeping procedures.

Ability to efficiently communicate bookkeeping procedures to school office staff.

Ability to establish and maintain an effective, professional, and working relationship with all school staff.

Compiles financial information related to department (e.g. accounts payable/receivable, collecting, verifying, to provide the required documentation and/or processing informatio . Maintains financial records related to student activities trips to ensure completeness and availability of records and compliance with district policy and established regulatory guidelines. Monitors financial procedures with individuals responsible for school site financial operations to provide services within established guidelines. Performs general clerical functions (e.g. answering the telephone, distributing mail, packages, supplies, scheduling, coping, faxing, etc.) to support site activities. Prepares written materials and electronic financial information to document activities, provide a reference, convey information, and comply with establishing financial, legal and/or administrative requirements.

Processes financial information (e.g. all purchase orders, accounts payable, etc.) to update and distribute information, authorizing for action and/or complying with establishing accounting practices. Reconciles financial data to maintain accurate account balances and ensure compliance with established accounting practices. Prepares and codes all accounts payable invoices for payment. Correspond with vendors to research shipment shortages, reviews errors on invoices, and corrects related problems. Reviews travel vouchers. Processes field trip requests.

PHYSICAL

DEMANDSThe physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must regularly lift and move up to 35 pounds and occasionally up to 75 pounds. Specific vision abilities required by this job include close vision. WORK ENVIRONMENTThe 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 work environment is a standard office setting and school/classroom combined with a server room. The noise level in the work environment is usually low to moderate and occasionally high.