Business Specialist III - 226 Days (2023-2024)

Job Title: Specialist Wage/Hour Status: Non-Exempt

Job Role: Business III Funding Source: Local

Pay Grade: PR 8

Department/School: Facility Services

Function: Business

Reports to: Executive Director of Facility Services HR Date Approved: May 2021

HR Date Revised: April 2024

SUMMARY:

Work under minimum supervision to provide advanced clerical services to the Executive Director of Facility Services. Handle confidential information and engage in frequent contact with all levels of District employees, outside agencies, and the general public.

Provide support for daily Facility Services operations. Handle routine Facility Services inquiries and provide responsive and knowledgeable assistance to employees. Receives, processes, and maintains files and records for administrative applicants and employees of the District.

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting and contributing to high student achievement.

• Provide program support and service delivery; communicate effectively within and across teams and participate in cross-functional work groups.

• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.

MAJOR RESPONSIBILITIES AND DUTIES

Facility Services Support

• Provide administrative and secretarial support to the Executive Director of Facility Services.

• Handle routine inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors.

• Schedule meetings and conference rooms and prepare agendas as requested; attend meetings as assigned for the purpose of taking minutes and gathering information required to perform functions.

• Process personnel time records including leave requests and reports; compile, review, and verify time records and calendars for department.

• Maintain physical and computerized departmental documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.

• Answer incoming calls, take reliable messages, and route to appropriate staff.

• Serve as liaison with internal and external parties; respond to public concerns and complaints; provide information and direction and facilitate communication among parties to resolve issues.

• Maintain a schedule of meetings and appointments for the assigned function lead.

• Maintain inventories of departmental supplies and materials; order supplies as needed.

• Work on special assignments, projects, and programs as directed.

• Coordinate departmental activities as directed.

Accounting

• Perform routine bookkeeping tasks and maintain department budget records.

• Prepare and process department purchase orders and payment authorizations.

• Maintain annual budgets and balancing the expenditure budget, maintain budget forecasting as it relates to the department for the District.

• Assist with development and maintain annual budgets and balance the expenditure budget as it relates to the department projects and expenditures.

• Maintain financial data reporting and forecasting to other departments as it relates to the department expenditures.

• Prepare travel and hotel arrangements following established guidelines and process expense receipts for reimbursement.

• Perform cost accounting activities, bank reconciliation, or accounting for grant expenditures.

• Review and verify accuracy of journal entries, accounting methods, and procedures.

Reports and Correspondence

• Prepare items for board meetings; compile, review, and edit department items for inclusion in board packet.

• Prepare required federal, state, and local reports; prepare correspondence, forms, manuals, schedules, and contracts as assigned; copy and distribute reports, documents, and information as required.

• Create and deploy district level processes and procedures for effectiveness and efficiency in the function.

• Prepare correspondence, forms, and reports according to District standards and requirements.

• Receive, prioritize, and reroute incoming mail and other documents; prepare outgoing mail.

Policy, Reports, and Law

• Maintain confidentiality.

• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.

• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.

• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.

• Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.

• Follow District safety protocols and emergency procedures.

• Perform other related duties as assigned.

QUALIFICATIONS:

Education/Certification:

• High School Diploma or equivalent

• Associates Degree (preferred)

Experience:

• Three (3) years or more advanced clerical experience with extensive customer service

SPECIAL KNOWLEGDGE/SKILLS/ABILITIES:

• Knowledge of school district organization, operations, and administrative policies

• Ability to read and comprehend instructions, correspondence, and memos

• Ability to make independent decisions regarding planning, organizing, and scheduling

• Excellent public relations, organization, communication, and interpersonal skills

• Ability to use software to develop spreadsheets, perform data analysis, and do word processing

• Ability to multi-task numerous complex administrative activities

SUPERVISORY RESPONSIBILITES:

• None

MENTAL/PHYSICAL DEMANDS AND ENVIRONMENTAL FACTORS:

Tools/Equipment Used:

• Standard office equipment including personal computer and peripherals

Posture:

• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

• Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting:

• Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment:

• Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors

• No remote work

• Occasional districtwide travel

Mental Demands:

• Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours