Accounts Payable Specialist (Secretary I) (2024-2025) - Central Office

This position is for the 2024-2025 school year.

BASIC FUNCTION:

Perform advanced-level accounts payable duties requiring independent judgment and analysis for a District Director or coordinator of a District-wide program or function; plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details. Primary responsibility in this position is processing all accounts payable functions.

DISTINGUISHING CHARACTERISTICS:

Secretary I incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistance duties. Secretary I incumbents report to a Director-level administrator with responsibilities for overall program administration of a large, complex District function and perform administrative assistance duties.

REPRESENTATIVE DUTIES:

• Serve as secretary to a Director, coordinator or other administrator of a District-wide program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details.

• Interview and screen callers and visitors, including, teachers, administrators, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.

• Communicate with District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.

• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.

• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.

• Train and provide work direction to other clerical personnel as assigned.

• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.

• Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.

• Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.

• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.

• Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.

• Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.

• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.

• Receive, open and screen incoming mail and independently compose replies according to established procedures.

• Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator as assigned.

• Coordinate communications between supervisor and other District staff and the public.

• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Modern office practices, procedures and equipment.

• Applicable sections of Kentucky Administrative Regulations and other applicable laws.

• District organization, operations, policies and objectives.

• Organization, rules, regulations and programs related to an assigned office or function.

• Operation of a computer terminal and data entry techniques.

• Software applications used by the District, including word processing and spreadsheets.

• Financial and statistical record-keeping techniques.

• Basic budget monitoring and control.

• Telephone techniques and etiquette.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.

• Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.

• Work independently with little direction.

• Type at an acceptable rate of speed.

• Analyze situations accurately and adopt an effective course of action.

• Compose independently or from oral instructions letters, memos, bulletins or other material.

• Read, interpret, apply and explain rules, regulations, policies and procedures.

• Maintain records and prepare reports.

• Communicate effectively both orally and in writing.

• Meet schedules and time lines.

• Add, subtract, multiply and divide quickly and accurately.

• Establish and maintain cooperative and effective working relationships with others.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible secretarial and clerical experience. Knowledge with accounts payable and MUNIS software preferred.

ADDITIONAL INFORMATION:

This position is 8 hours per day and 261 days per year.

Contracted days will be adjusted depending upon start date.

(Considered full time with benefits - see below)

• Must have a high school diploma or equivalent and provide a copy to HR upon recommendation to hire

PAY INFORMATION

Step 0: $18.12 per hour

Step 10: $21.83 per hour

Although Classified positions are paid on an hourly rate, salary is set up on a year long contract and divided by the number of reamining paychecks.

formula to calculate salary

hours per day x hourly rate = daily rate

daily rate x contracted days = salary

salary / # of pays left = gross biweekly pay

Benefits

$20,000 life insurance policy - paid for by the State of Kentucky

$30,000 life insurance policy - paid for by Bullitt County Public Schools

Health Insurance (employee monthly premium based on plan selected)

or Waiver HRA or Waiver HRA limited purpose

Sick Leave and Personal Leave and Emergency Leave (prorated depending upon start date)

Personal Leave not used in school year rolls over to sick leave

Kentucky Public Pensions Authority - retirement membership

Optional Dental and Vision

Optional

• Sick Leave Bank Member

Optional

• Bloodborne Pathogen/Hepatitis B (3) dose immunization series

Optional insurance/benefits through American Fidelity

We would love for you to join Bullitt County Public Schools and be a part of helping us in Moving Forward!