POSITION DESCRIPTION

POSITION TITLE	Accounting Clerk/Human Resources Administrative Assistant
SCHOOL/DEPARTMENT	Finance & Human Capital
SALARY	64-Salary Grade, Local Supplement of 7%
FLSA STATUS	Non-exempt
REPORTS TO	Chief Finance Officer & Chief Human Resources Officer
SUPERVISES	None
WORK WEEK SCHEDULE	Monday - Friday
WORK HOURS	40
NUMBER OF MONTHS PER YEAR	12

 

POSITION PURPOSE:

The Accounting Clerk/Human Resources Administrative Assistant is a dual-role position that supports both the Finance and Human Resources Departments. This position is responsible for performing a large variety of administrative, technical functions, and accounting functions, involving public contact and office management duties.  Most actions are directed by the general policies and precedents of the system or by own judgment. Within the limits of the employee's assigned authority, the employee is expected to analyze and resolve problems independently. Work involves receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files.

 

Accounting Clerk Position Duties and Responsibilities;

 

The Accounts Payable Clerk performs moderately complex technical and fiscal governmental accounting work in the Finance Division. Work involves overseeing the disbursement and accounting of federal, state, local, and capital outlay funds. The Accounts Payable Clerk is responsible for ensuring proper and timely payment on vendor accounts, inter-school billings, and various contracted services, and for preparation of associated accounting reports.

 

Human Resources Administrative Assistant Position Duties and Responsibilities;

 

The Administrative Assistant is responsible for explaining program policies and procedures, and for disseminating information to the general public on the operation of the school system. The Administrative Assistant is also responsible for managing data and providing specialized information.

Work involves receiving correspondence, screening and independently handling a variety of routine inquiries by telephone and in person, and maintaining a variety of records and files. The Administrative Assistant is also responsible for assimilating information from a variety of sources to compose letters, generate reports, and provide informational data. The Administrative Assistant utilizes a large variety of guidelines, some of which may be technical and require interpretation to analyze facts and determine the correct procedure to use for follow-up. Serves on staff committees as directed by the Chief Human Resources Officer and Chief Finance Officer.  Assumes scheduling, coordinating, budget development, and other clerical functions as assigned by the Chief Human Resources Officer.  Attends meetings as assigned by the Chief Human Resources Officer.

 

KNOWLEDGE, SKILLS, AND ABILITIES ;

 

• General knowledge of the application of established bookkeeping and accounting principles and techniques to governmental accounting transactions.
• General knowledge of state, local, and school system fiscal regulations, policies, and procedures.
• General knowledge of accounting and office practices, methods, and procedures used by the School System.
• General knowledge of school system organization and operational policies and procedures.
• Ability to organize and effectively process and maintain financial records and files, and prepare reports from them.
• Reconciles monthly Bank Credit Card Statement
• Daily bank deposit
• Audits invoices, staff development travel vouchers, and travel reimbursement vouchers.
• Monitors accounts payable email for vendor invoices and correspondences.
• Reviews for accuracy and assigns appropriate account codes to invoices and processes invoices for payment.
• Maintains appropriate logs for utility invoices, checks received and checks written.
• Assists with the location of records and preparation of worksheets for annual audit.
• Retrieves monthly utility invoices from applicable vendor websites.
• Identifies and resolves issues with past due invoices and issues/concerns with the vendor and school/department.
• Contacts and confers with vendors and/or School personnel, as necessary, to resolve discrepancies in purchase orders, vendor invoices, and associated records.
• Considerable knowledge of the operations and activities of the departments.
• Thorough knowledge of board policies and procedures.
• Thorough knowledge of and ability to use correct grammar, vocabulary, spelling, and punctuation.
• Thorough knowledge of modern office practices and procedures.
• Ability to generate correspondence, spreadsheets, and reports independently.
• Ability to interact and deal with the public and employees in a professional manner
• Ability to sort and distribute documents.
• Ability to maintain confidential information and use discretion and good judgment
• Ability to learn, interpret, and explain policies, regulations, and programs.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to perform under stress and assist others in stressful and/or
• Performs other duties as assigned by the Chief Finance or Chief Human Capital Officer.

EDUCATION, TRAINING, AND EXPERIENCE:

 

Associate’s Degree from an accredited institution in the field of accounting, bookkeeping,  secretarial science, human capital/human resources, public relations, office management, or other related field.   Three (3) years of experience in an office setting supporting a high-level administrator.  Any equivalent combination of training and experience that provides the required knowledge,  skills, and abilities.

 

CERTIFICATION AND LICENSE REQUIREMENTS;

Must possess a valid driver’s license issued by the NC Department of Motor Vehicle.

 

WORKING CONDITIONS
PHYSICAL DEMANDS	Work is considered light physical work requiring the exertion of up to 20 pounds of force.
WORK ENVIRONMENT	Employees in this position are required to work in indoor and outdoor environments and come into direct contact with OCS staff, students, and the public.
ACKNOWLEDGEMENTS
The following signatures acknowledge that the supervisor has verified the accuracy of the position description,  has discussed position requirements with the employee, and has advised the employee of work performance  expectations
Reviewed by: Employee's Signature	Date
Approval by: Supervisor's Signature	Date
The completed and signed position description shall be maintained at the employee’s work location, shall be reviewed with the employee by his or her immediate supervisor, should be revised as required, and shall serve as the basis for all required evaluations.

 

 

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with  HR review and approval, at any time.