Secretary II - Procurement and Auditing chez Round Lake Area Schools District 116

 EDUCATION AND EXPERIENCE:

1. A minimum of five (5) years of progressively responsible secretarial or administrative experience, including at least (2) years in purchasing, auditing or financial operations.

2. A minimum of a high school diploma or equivalent.  Post secondary education is preferred.

CREDENTIALS:

1. Certifications in appropriate accounting practices are preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Ability to maintain a professional, approachable, and service-oriented demeanor when interacting with diverse stakeholders; demonstrates tact, discretion, and emotional intelligence when addressing challenging or sensitive inquiries; actively fosters a positive, collaborative, and non-toxic team environment.

2. Knowledge of purchasing laws, public procurement standards, and internal control procedures.

3. Strong analytical and auditing skills with meticulous attention to detail.

4. Proficiency in financial management systems (e.g., Skyward, Infinite Visions, Munis, or similar ERP software).

5. Excellent organizational and time management skills with the ability to meet multiple deadlines.
   Ability to maintain confidentiality and handle sensitive financial information responsibly.
   Strong written and verbal communication skills; able to prepare professional correspondence and reports.

6. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

ESSENTIAL FUNCTIONS

The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Procurement Support

• Coordinate and manage all phases of the procurement process including bids, quotes, RFPs, and purchase orders.

• Ensure compliance with Board policy, state/federal procurement laws, and internal controls.

• Maintain a centralized database of vendor contracts, bid specifications, and purchase history.
  Verify requisitions for accuracy, budget alignment, and appropriate approvals before processing.

• Assist in developing bid documents, public notices, and vendor communication.

• Monitor vendor performance, ensuring adherence to contract terms, delivery schedules, and service quality.
  Support the review and renewal of contracts to ensure fiscal efficiency and continuity of services.

Auditing and Financial Controls

• Assist in preparing for internal and external audits by gathering and organizing documentation.

• Conduct periodic internal reviews to ensure financial compliance with established procedures.
  Reconcile purchase orders, invoices, and payment records to verify accuracy.

• Maintain documentation and records in accordance with retention schedules and audit requirements.

• Track and monitor expenditures to identify irregularities or potential cost savings.

• Prepare audit reports, summaries, and corrective action follow-ups as directed by leadership.

Administrative and Office Management

• Serve as the primary administrative liaison for the Finance Department, managing calendars, correspondence, and communication.

• Prepare professional reports, spreadsheets, and presentations related to purchasing and audit activities.

• Support the Director of Finance in scheduling audit meetings, maintaining records, and ensuring confidentiality of sensitive information.
  Manage workflow tracking systems to ensure timely submission of bids, reports, and audit materials.

• Assist with annual budget preparation by providing purchasing data and expenditure summaries.