EPO Administrative Assistant Bookkeeper And Records

AZTEC MUNICIPAL SCHOOL DISTRICT

Job Description

Exceptional Programs Office (EPO) Administrative Assistant: Bookkeeper and Records

Job Summary:

• Serves as the secretary/bookkeeper to the Director of Exceptional Programs.

• Requests, sends, and maintains student special education records and legal files

• Initiates and drives transfer process

• Works closely with secretaries and special education staff across the district and the charter school

Reports To: Director of Exceptional Programs

Qualifications:

• High School Diploma or Equivalent

• Demonstrated Accounting Skills

• Demonstrated Organization Skills

• Demonstrated Communication Skills

• Demonstrated Public Relation Skills

• Demonstrated Computer Skills

• Minimum of Three (3) Years of Related Experience

• Ability to Perform Essential Functions

• Working knowledge of FERPA and HIPPA (or a willingness to learn)

• Must complete a finger-print background check

Desired Qualifications:

• Knowledge of and experience with accounting principles, including internal controls

• Background in State Procurement Code and State Chart of Accounts

• Background in State Grant financial reports; financial reports, quarterlies, cash requests, BAR's, expenditure reports, etc.

• Knowledge and experience working with finance programs

• Knowledge and experience working with Medicaid billing

• Knowledge of and experience with Outlook, TIENET (PowerSchool Special Education) Access, PowerPoint, Word, with an emphasis in Excel.

• Knowledge of and experience with records request requirements

• Better than average recommendations from previous employers and/or other professionals familiar with the applicant's personal characteristics, academic achievement and workplace performance.

Essential Functions:

• Provide secretarial and bookkeeping functions for the Director of Exceptional Programs.

• Complete and submit financial reports to the State

• Communicates with schools nation-wide regarding special ed. records

• Sends records out on transferred students

• Requests sped records on incoming students

• Works with parents and other entities (such as Supplemental Security Income [SSI]) when they request records

• Moves and logs active and inactive files, including activating and deactivating student profiles

• Tracks timely receipt of incoming Individual Education Program (IEP) documents

• Requests any medical information (high degree of confidentiality required)

• Maintain various accounting spreadsheets for several budgets

• Assist with purchasing duties

• Process and arrange staff training and travel

• Assist Director with annual budget planning, including payroll projections

• Monitor budgets to ensure compliance with procurement code, regulation, and district policy

• Follow oral and written directions.

• Follows all Board of Education policies, administrative guidelines and faculty handbook and bulletin information

• Any and all other tasks as assigned by the Director of Exceptional Programs or his/her designee

Supervisory Responsibilities: None

Confidentiality:

Due to the sensitive nature of this position and access to financial and student records, the highest degree of confidentiality is required.

Qualification Requirements:

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

Education and/or Experience:

Please see Qualifications.

Communication and Language Skills:

Ability to read, analyze and interpret general accounting periodicals, journals, technical procedures, or governmental regulations. Ability to assist with the preparation of reports, correspondence, and grants. Ability to effectively present information and respond to questions from groups of staff, students, peers and community.

Mathematical and Calculation Skills:

Ability to work with basic mathematical concepts.

Other Skills and Abilities:

• Ability to establish and maintain effective working relationships with students, peers, parents, and community

• Ability to communicate clearly and concisely

• Ability to use computers and other technology to accomplish job responsibilities

• Ability to perform tasks quickly and efficiently and follow verbal directions

• Ability to work around congested areas

• Ability to work a flexible work schedule around job responsibilities

Analytical and Reasoning Ability

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

• Ability to interpret a variety of technical instructions in written, verbal or diagram form, and deal with several abstract variables.

Temperaments:

• Ability to teach others, work with people, and influence people in their opinions, attitudes, and judgments.

• Ability to perform a variety of duties.

• Ability to work with people who express conflicting opinions.

• Ability to solve problems, make sound judgments, and reach conclusions.

• Ability to express personal feelings professionally, and perform effectively under stress.

Physical Attributes

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to stand, walk, talk or hear, and use hands to finger, handle, type or feel. The employee may occasionally sit, climb or balance, stoop, kneel, crouch, or crawl, and reach with hands and arms. Specific vision abilities required by this job include close vision and distance vision.

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.

The noise level in the work environment is usually moderate. The employee must possess and maintain a current driver's license. The employee is frequently required to interact with the public and other staff.

Certificates, Licenses

Must possess or be eligible to obtain a valid New Mexico driver's license.

Term of Employment

Salary and work year per the Aztec School District approved Director's Secretary Payroll Schedule and the Aztec School District Calendar.

Evaluation

Performance of duty will be evaluated at least annually in accordance with Aztec School Board Policy.

Physical Rating Level

This position will require the employee to function at a "Medium" physical capacity as defined by Worker's Compensation Statutes. "Medium" physical capacity indicates the ability to lift up to 50 pounds occasionally or up to 25 pounds frequently.

Physical Requirement Details

Work Actions

Finger Dexterity

C

Sitting

F

Standing

F

Walking

F

Repetitive Motions

Hand

Right: F

Left: F

Both: F

Foot

Right: F

Left: F

Both: F

Grasping: Hand

Right: F

Left: F

Both: F

Fine Manipulation: Hand

Right: F

Left: F

Both: F

Use of Head and Neck

Static

F

Flexing

F

Rotating

F

Work Positions

Bending

F

Squatting

F

Crawling

R

Climbing

F

Reaching

F

Vision

C

Activates

Unprotected Heights

R

Driving Automotive Equipment

R

Around Machinery

R

Temperature Extremes

R

Noise and Vibration

R

Hazards

R

Dust, Fumes, Odors, Chemicals

R

Balance and Coordination

R

Definitions: R= Rarely=1% to 9% of a 7.5 hour day

O= Occasionally= 10% to 33% of a 7.5 hour day

F= Frequently= 34% to 66% of a 7.5 hour day

C= Continuously= 67% to 100% of a 7.5 hour day

The above statements are intended to describe the general nature and level of work expected. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this job classification.