Support Services eFinance Secretary

SHERIDAN SCHOOL DISTRICT

SUPPORT SERVICES eFINANCE SECRETARY

JOB DESCRIPTION

TERMS OF EMPLOYMENT

• 240-day contract (12 months).
• Job Type: Classified.
• Reports to: Maintenance Coordinator or his/her designee.
• Salary based on the district salary schedule for the position.
• FLSA Status: Non-Exempt.
• Ten (10) days vacation per year of employment.
• Twelve (12) days sick leave per year of employment.
• Three (3) days personal leave per year of employment.

PERSONAL QUALIFICATIONS

• Demonstrates the ability to maintain confidentiality and exercise discretion with sensitive information.
• Possesses outstanding customer service, communication, and interpersonal skills.
• Demonstrates strong organizational, time management, and recordkeeping skills.
• Is proficient in keyboarding and the use of Microsoft Office applications, Google Workspace, email, and district software programs, including eFinance or similar financial management systems.
• Demonstrates proficiency in spelling, punctuation, grammar, and business correspondence.
• Is detail-oriented with the ability to accurately process financial and purchasing documents.
• Demonstrates the ability to prioritize multiple assignments and meet established deadlines.
• Works effectively with frequent interruptions while maintaining professionalism and accuracy.
• Exhibits initiative, dependability, flexibility, and the ability to work independently with minimal supervision.
• Demonstrates the ability to establish and maintain positive working relationships with district personnel, vendors, contractors, and the public.

GENERAL DUTIES/RESPONSIBILITIES

• Serve as administrative assistant to the Maintenance Coordinator and provide clerical support for Support Services.
• Prepare, process, and monitor purchase requisitions, purchase orders, invoices, budget transfers, and other financial transactions using the district''s eFinance system.
• Verify expenditures and maintain accurate financial records for support services budgets.
• Reconcile invoices with purchase orders and receiving documentation to ensure accurate payment processing.
• Maintain Support Services files, records, contracts, warranties, service agreements, and equipment documentation.
• Coordinate Support Services correspondence, reports, schedules, and work orders.
• Answer and direct telephone calls, emails, and visitors in a professional and courteous manner.
• Assist with obtaining vendor quotes, maintaining vendor information, and coordinating procurement activities in accordance with district purchasing policies.
• Prepare reports, spreadsheets, and other documents as requested by the Maintenance Coordinator or Transportation Coordinator.
• Maintain inventory records and assist with tracking maintenance and transportation supplies, equipment, and assets.
• Coordinate preventive maintenance schedules, inspections, and service documentation as assigned.
• Assist with scheduling contractors, vendors, and maintenance projects.
• Maintain accurate records for Support Services vehicles, equipment, and required regulatory documentation.
• Assist with compiling information for audits, state reporting, and departmental recordkeeping.
• Maintain efficient office procedures and systems to ensure timely completion of departmental tasks.
• Support communication between Support Services and other district departments and campuses.
• Perform all other duties as assigned by the Maintenance Coordinator or his/her designee.

SPECIFIC QUALIFICATIONS AND/OR REQUIREMENTS

Education/Experience:

High school diploma or equivalent required. Associate degree or post-secondary coursework in business, accounting, office administration, or a related field preferred. Experience in administrative support, bookkeeping, purchasing, or school business operations is preferred. Experience with eFinance or similar financial software is highly desirable.

Physical Requirements:

Must be physically able to operate a variety of office equipment including desktop and laptop computers, calculators, copiers, scanners, printers, and other office equipment. Must be able to sit, stand, walk, stoop, bend, and occasionally climb stairs. Must be able to lift and carry items weighing up to approximately 25 pounds. Requires prolonged computer use, repetitive hand motions, and the ability to work with frequent interruptions. Occasional irregular or extended work hours may be required.

Intelligence:

Requires the ability to read, interpret, and follow written and verbal instructions, district policies, purchasing procedures, financial documentation, and applicable regulations.

Language Ability:

Requires the ability to prepare correspondence, reports, spreadsheets, purchase documentation, and other records using proper grammar and business writing standards. Must be able to interpret financial information and maintain accurate documentation.

Verbal Aptitude:

Requires the ability to communicate effectively with district employees, administrators, vendors, contractors, and the public. Must be able to explain procedures, provide information, and maintain professional communication in person, by telephone, and through electronic correspondence.

DISCLAIMER

The preceding qualifications, duties, responsibilities, and requirements have been designed to indicate the general nature and level of work performed by the Support Services eFinance Secretary. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel assigned to this position. The Sheridan School District reserves the right to modify, interpret, or apply this job description as needed to meet operational requirements.

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