POSITION: Business Office Assistant
Position Type: Secretarial/Clerical/Business Office Clerk
Location: Meridian Public Schools - Administration Building
Starting Date: As soon as possible
Closing Date: Until Filled
REPORTS TO: Director of Business Services
RATE OF PAY: $17.00 - $20.00 per hour, dependent on experience and education
TERMS AND CONDITIONS OF EMPLOYMENT: Part Time, 20 hours per week, 12 months
Enrollment in State of Michigan retirement pension system
Paid holidays, vacation and sick time
SUMMARY:
The Business Office Assistant provides accurate and efficient financial and administrative support to the Director of Business Services with minimal supervision, including processing payments, maintaining records, and assisting with audits and vendor communication.
PREFERRED QUALIFICATIONS:
- Degree in Accounting or related field.
- Prior experience in accounts payable.
- Familiarity with school accounting and finance.
REQUIRED QUALIFICATIONS:
- High school diploma or equivalent.
- Exceptional attention to detail.
- Possess a positive attitude and mindset.
- Proficiency in Microsoft Offices (Word, Excel).
- Ability to maintain a calm demeanor and remain professional in stressful situations.
- Excellent communication skills, both written and verbal.
- Must be able to prioritize and work efficiently in a deadline driven environment.
- Maintain a high level of ethical behavior and confidentiality of information.
- Must exhibit reliable, dependable, honest and self-motivated abilities.
- Willingness to learn and seek help or clarification when needed.
- Ability to muli-task and work independently.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Accurately prepare and distribute checks on a bi-weekly basis.
- Ensure timely payment of bills to take advantage of available discounts.
- Maintain a good working relationship with building secretaries to ensure efficient collaboration.
- Assist with annual preliminary and financial audit.
- General office duties include greeting the public, staff, students, employees, and parents; both in person and on the telephone.
- Obtain W-9’s from vendors.
- Receive and record deposits in appropriate accounts and deposit into the bank.
- Carefully observe invoices to resolve any discrepancies.
- Prepare and distribute 1099s to appropriate vendors.
- Check documents for all proper authorizations and account codes before processing.
- File office copies of checks, invoices, and purchase orders.
- Prepare information in response to requests for payment history (ex: FOIA).
- Generate and distribute invoices to collect payment from our educational partners.
- Collaborate with payroll regarding payroll liabilities.
- Follow district purchasing procedures, office manuals and Board of Education policies.
- Other duties as assigned.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent. Demonstrate a high degree of math proficiency.
PHYSICAL DEMANDS:
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 remain in a stationary position for long periods of time. This person in this position will be required to move about the inside of the building and will be required to open and close filing cabinets, lift and carry up to 30 pounds, operate office equipment and computers. The person in this position will spend a majority of their time communicating with staff, public, business and must be able to exchange and record accurate information in these situations. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.
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 quiet.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
