Administrative Assistant to the Business Manager/Assistant Business Manager na Saucon Valley School District

Primary Function: To assist the Business Manager and Assistant Business Manager by providing timely and accurate reports relative to the business affairs of the District.  Possess an overall knowledge of the District’s business dealings in order to be independent enough to accomplish each task according to the directives of the Business Manager or Assistant Business Manager.

Reports to:  Business Manager and Assistant Business Manager

Qualifications:

High School Diploma or equivalency.

Associate's Degree and/or Business or Accounting experience preferred

Experience:

At least five years of experience in general office secretarial skills, including Microsoft Office, Google Suite, filing, data entry, customer service, telephone, and related technology skills.

A minimum of two years of experience in a school setting is preferred.

Knowledge/Skills/Abilities:

• Possesses excellent oral and written communication skills and the ability to read, write, and comprehend the English language.
  
  
• Possesses excellent knowledge of the structure, content, and professional application of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  
  
• Possesses strong accounting, math, and record-keeping skills.
  
  
• Possesses strong interpersonal and customer service skills demonstrated by patience, professionalism, and understanding, including professional telephone etiquette.
  
  
• Ability to build and effectively maintain positive working relationships with students, parents, public, employees, and administrators.
  
  
• Ability to work with the administrative office and department colleagues and promote teamwork.
  
  
• Ability to work in a fast-paced, diverse office environment with many competing priorities.
  
  
• Ability to organize, plan, and effectively manage job duties and responsibilities in order to complete assignments.
  
  
• Ability to work independently and as a team member to successfully complete assigned office and related district projects.
  
  
• Ability to respond to angry and demanding individuals and de-escalate behaviors and events as much as possible.
  
  
• Ability to deal with emergency situations and events and provide necessary secretarial support to administrators as required.
  
  
• Ability to use Microsoft Office, Google, and/or related software, equipment, and technology as it relates to the position.
  
  
• Appropriately utilize office equipment and technology to improve effectiveness and efficiency.
  
  
• Ability to multitask and complete tasks with attention to detail and accuracy.
  
  
• Ability to be flexible and handle unforeseen situations while being patient and professional, and following alternative directives from administrators.
  
  
• Ability to attend work regularly at assigned work hours, subject to lawful leave rights and responsibilities.

Functions/Duties/Responsibilities:

• Prepare reports, type correspondence, distribute information, and maintain files on all Business Office issues as directed by the Business Manager/Assistant Business Manager.  Prioritize assignments to ensure the timely completion of special projects.

• Performs all secretarial functions for the Business Manager and the Assistant Business Manager, i.e., answers the telephone and takes messages, opens, organizes, and distributes mail, and collects and files various documents.

• Responsible for recording the general account cash receipts in the financial accounting software, delivering revenue deposits to the bank, including any locked bank bags received from the cafeteria and the schools.

• Process and track senior rebates.

• Coordinates billing for the use of facilities, parent-paid tuition, and billing for mainstream students from other schools, as well as for students who attend charter schools but participate in District athletics or activities.

• Review and correct the State Tax booklet and submit forms to various school districts in conjunction with Act 80 of 1980, PA Department of Revenue for state taxes.

• Possess a knowledge of legal requirements and timelines in order to prepare and submit advertisements for bid proposals, meeting notices,  budget adoption, and taxpayer notifications.

• Prepare and distribute bid proposals for capital improvement projects, vehicle purchases, sanitation, and lawn care services, as required.

• Prepare and send the Child Nutrition Program Agreements to BAVTS and CIU20

• Saucon Valley Foundation for Educational Innovation Grants – Track grant money spent and send an invoice to SVFEI for reimbursement

• Schedule bid openings and provide specification information and bid tabulations for interested vendors in attendance.

• Secure certified checks and bid bonds, and return certified checks when the bid process is finalized.

• Surplus/Obsolete  - maintain lists, put on Board agenda, facilitate disposal of items.

• Prepare final bid tabulations and recommendations of award for board approval.  Notify vendors of award or denial.

• Prepare reports and tables, outlining the budget timeline process contained in the annual update of the Tax Relief Act, SS Act 1 of 2006. 

• Prepare resolutions for board adoption of the Preliminary and Final Budgets.

• Prepare and distribute all necessary forms for bond refinancing, and secure the required signatures. 

• Post daily bank deposits to the I.U. 16 Financial System

• Maintain a listing of district-approved bank depositories;

• Maintain files on Accidents/Injuries; Grievances; Lawsuits/Settlements and Residency Issues

• Compose and forward correspondence to donors, acknowledging their contributions to the memorial scholarship funds set up in the district.

• Business Office Supplies – create Purchase Orders and order supplies needed for the Business Office.

• Screen phone calls, take messages, schedule meetings, open and sort mail, and perform any other duties or responsibilities assigned by the Business Manager.

• Responsible for handling Public Information Requests to the Open Records Officer.

• Distributes student accident insurance applications to all buildings at the beginning of each school year and makes sure information is available on the District website.

• Workplace Safety Committee – Schedule meetings, create agendas, write and publish minutes, complete the annual Renewal Certification online, and schedule yearly training for the committee members.

• Keystone Collections – Print out deposits, monthly reports, upset sale paperwork 

• Responsible for sending delinquent tax reports to the delinquent tax collector.

• Any additional duties and responsibilities as assigned by the Business Manager and Assistant Business Manager.