Job Title:  Business Office Specialist

Exemption Status/Test :  Nonexempt 
Reports to:  Director of Finance
Dept./School:  Central Office

Primary Purpose:

 

Under moderate supervision, organize and manage the day to day business operations of the district and provide support to the department including accounting, accounts payable, child nutrition, payroll and purchasing.

 

Qualifications:

Education/Certification:

High school diploma or GED

TASBO certification, preferred or willing to work toward certification

 

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to use software to develop spreadsheets, databases and word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Basic math skills

Effective organization, communication and interpersonal skills

 

 

Major Responsibilities and Duties:

 

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Compile, maintain, and file all reports, records, and other documents, as required.
3. Maintain regular filing systems and search files for specific information.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records.
2. Prepare and process department purchase orders, payment authorizations, professional leave forms and travel reimbursements.
3. Order and maintain inventory of office supplies and program materials and equipment.
4. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
5. Assist the district’s independent auditors in conducting the annual audit
6. Perform monthly bank reconciliations for all accounts.
7. Review reconciliations of vendors and payroll clearing accounts
8. Assist with account receivable/accounts payable

 

 

 

 

Other

1. Places and receives telephone calls, records messages, routes to appropriate staff and keeps Director informed.
2. Maintain a schedule of appointments; makes arrangements for conferences and schedules interviews.
3. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
4. Receive, sort, and distribute mail and other documents.
5. Utilizes office technology and automation to complete tasks.
6. Prepares correspondence and reports, as instructed.
7. Maintain confidentiality of information.
8. Performs other such tasks that may be assigned by the Director.

Supervisory Responsibilities:  None.

 

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

 

 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.