Fiscal Services Administrative Assistant/Purchasing Specialist

Newberg Sd 29J•Newberg, OR

3d•Onsite

About The Position

Administrative Assistant to the Chief Financial Officer (CFO) performing varied duties in conjunction with services provided to the district administration and staff. Act as purchasing specialist for the district.

Requirements

Knowledge of business and professional grammar, word processing and spreadsheet software with emphasis on Microsoft Office or comparable software.
Knowledge and understanding of OARs and ORSs as they relate to purchasing in the public sector.
Skilled in keyboarding, ten-key by touch, data entry and systems operation.
Ability to manage financial aspects of the District's computer systems.
Ability to perform detailed assignments with a high degree of accuracy, organization, and thoroughness.
Ability to compose memoranda and letters with clarity.
Ability to understand and follow written and oral instructions.
Ability to meet the public and create a good impression.
Ability to receive, screen and give varied information to callers.
Ability to maintain confidential information.
Flexible and willing to do a variety of jobs.
Minimum 3 years office and computer experience.
Ability to read English and comprehend complex technical language.
Ability to write memos and correspondence in English.
Ability to effectively present information in one-to-one small group situations.
Ability to perform basic mathematical calculations with a high degree of accuracy.
Ability to apply common sense to carry out detailed, but basic, written or oral instructions in English.
Ability to deal with problems involving a few concrete variables in standardized situations.
Ability to work collaboratively and establish and effective working relationships with co-workers, supervisor(s), staff, students, parents and community.
Able to use a telephone, operate a computer, and use other office equipment.
Able to drive to other program sites and meetings.

Nice To Haves

Associates Degree in Accounting, Business, or related field preferred.

Responsibilities

Act as administrative assistant to the CFO managing calendars, phone calls, correspondence, filing, duplication, word processing and spreadsheets.
Prepare and process state, federal and local reports as required.
Maintain district fixed asset inventory and issue property tags.
Communicate routine decisions and processes/procedures in the absence of the supervisor.
Cross train and/or assist in other fiscal department functions as required.
Assist staff with purchasing procedures and obtain price quotations.
Assist CFO with procurement procedures.
Act as purchasing agent for the district by maintaining vendor relationships, records, requests to be placed on bid lists, and issuing W-9s to vendors.
Assist in preparing salary and benefit projections during negotiations.
Assist auditors with preparation of audit work papers.
Assist CFO in preparing budget document and assist with the budget process as required.
Maintain files for all financial matters.
Maintain copy machine records and call for repairs as needed.
Process employee incident reports, prepare and maintain any worker's compensation claims and reports.
Prepare periodic and special financial reports as required.
Prepare bank deposits.
Finance software securities and user maintenance; set up new users; assign user rights.
Prepare district property and casualty insurance documents for annual renewal.
Create requisitions for all Technology Department purchases.
Prepare Accounts Payable checks for mailing.
Perform other job-related tasks as assigned.