Secretary To (Accounts Payable)

Secretary to - Accounts Payable

Summary: Provide customer service support in a team environment to district employees and vendors by delivering accurate and timely information on accounts payable concerns. Compiles, processes and maintains accurate payable records.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

• Entering of invoices into Systems 3000. 
• Coordination of paperwork and payment of purchase orders. 
• Payment of monthly contracts for district (rent, telephone, and other annual contracts with monthly payments) including automatic payment creation of bus routes and lease payments on copiers.
• Run monthly checks, proofread and mail according to the Board of Education meeting deadlines.
• Handle all aspects of actual bill payments including copying checks, stuffing checks, filing backup for checks, and mailing payments.
• Answer questions and resolve issues from schools and vendors, especially as related to contracts and vendor statements.
• Perform all other duties that may be assigned by the Accounts Payable Supervisor.
• Must be detail oriented and have the ability to be proficient in computer applications
  such as Systems 3000 in order to support the position.

*Health Benefits for secretaries new to WW-P are limited to single coverage under the New Jersey Educator Health Plan or Garden State Health Plan.

**Contract Negotiations are in effect between the WWBOE and the WWPSA; therefore the starting salary listed in based on the most recent salary guide and is subject to change once a new agreement is reached.

Standard Job Description for Secretary To below

Job Title:                   Secretary To

Department:             As assigned

Reports To:               Principal, Director, Assistant Director or Supervisor

Salary Guide:           WWPSA; Twelve month contract.

Summary: To support the principal or director by  performing all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• High School Diploma or above.
• Two years’ related experience and/or training; or equivalent combination of education and experience.
• Knowledge and ability to use technology and related software. 
• Ability to operate commonly used office machines and technology.
• Demonstrated proficiency in typing/keyboarding.
• Good interpersonal skills. 
• Ability to manage telephone calls in a courteous and effective manner. 
• Ability to greet the public and staff with a professional demeanor.
• Required criminal history check and proof of U.S. citizenship or resident alien status.

*The qualifications shown above indicate minimum qualifications.

Essential Duties and Responsibilities:

• Receive and route incoming calls and correspondence.
• Provide customer service support to the school community, as needed.
• Perform usual office routines, such as photocopying, general typing, filing, etc.

• Assist in the greeting, properly signing-in, obtaining visitor’s passes, and directs visitors to the school, as requested.

• Prepare correspondence, notices, and reports for the principal or director.
• Maintain a well-organized up-to-date filing system.
• Operate all business machines and technology necessary to complete reports and  work required in the operation of the office.
• Arrange meetings, prepare meeting agendas and handles follow-up activities as necessary.
• Maintain confidentiality as required and appropriate.
• Perform statistical assignments.
• Prepare  items for the personnel agenda.
• Record attendance for staff.
• Maintain student records.
• Monitor building use.
• Oversee the daily substitutes, as needed.
• Perform other tasks related to the efficient operation of the office as assigned.
• Assist supervisor in developing department budgets.

Language Skills:  Ability to read and comprehend simple instructions, short correspondence, and memorandums.  Ability to effectively present information in one-on-one and group situations to customers, clients, and other employees of the organization.

Computer Skills: Intermediate knowledge of technology.

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.

Evaluation:

Performance of this job will be evaluated annually in accordance with state law and provisions of the board's policy on evaluation of noncertified staff.