SALARY SCHEDULE: ADMINISTRATIVE CLERK
DEPARTMENT: FINANCE
FLSA STATUS: NON-EXEMPT
SAFETY-SENSITIVE: NO
POSITION SUMMARY:
Assists in various administrative tasks to ensure efficient office operations. This role requires strong organizational skills, confidentially, tactfulness, and the ability to work effectively both independently and part of a team. The Administrative Clerk will handle a variety of administrative duties including data entry, sorting mail, answering phones, scheduling appointments, and supporting other staff members as needed. This position works closely with staff members that administer federal, state and local grants to file for reimbursement and monitor claims for district grants.
QUALIFICATION REQUIREMENTS:
- Ability to perform each essential duty satisfactorily
- High school diploma or general education degree (GED)
- Three years related experience and/or training or equivalent combination of education and experience preferred
- Experience with bookkeeping is required
- Knowledge of Oklahoma School Law and Regulations of the State Board of Education is preferred
- Knowledge of the OCAS Coding System is preferred
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Perform clerical duties such as data entry, filing, photocopying, scanning, and faxing.
- Originate, prepare and distribute necessary forms and reports.
- Answer and direct phone calls in a polite and professional manner for the CFO.
- Schedule appointments and update the calendar of the CFO.
- Coordinate travel for the CFO.
- Monitor, prepare, and submit federal and state claims for reimbursement in the State Department of Education’s Grants Management System (GMS).
- Maintain a Financial Accounting notebook for all projects by year for the yearly audit.
- Assist and coordinate the preparation of monthly fiscal services board memos and financial report for the monthly Board of Education meetings.
- Assist colleagues whenever necessary to ensure smooth office operations.
- Additional duties that may be assigned by immediate supervisor.
LANGUAGE AND GRAMMAR SKILLS:
Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose and write grammatically correct correspondence and memos.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, schedule form, or blueprint 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 the job. 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 use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit.
The employee must frequently lift and/or move up to 100 pounds, frequently lift and/or move more than 100 pounds, and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
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.
While performing the duties of this job, the employee is regularly exposed to fume or airborne particles. The employee frequently works in high, precarious places and in outside weather conditions. The employee frequently works near moving mechanical parts, extreme cold (including outdoors), extreme heat (including direct sunlight), risk of electrical shock and vibration.
The noise level in the work environment will vary from somewhat loud to extremely loud.
To ensure continuity of services, a different work location may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee’s eligibility for a varied work location will be determined by the superintendent of schools. Expectations and guidelines for this change will be distributed by the employee’s supervisor, based on his/her role and responsibilities.
SUPERVISORY RESPONSIBILITIES:
Employee may occasionally be required to supervise a varying number of employees in the overall direction, coordination, and completion of tasks as assigned.
DISCLAIMER:
Please note that job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions