Professional Assistant III, Bookkeeper

Professional Assistant III, Bookkeeper

The Professional Assistant III is responsible for providing administrative support to the head of a major function area including schools, instructional, and operational departments. The Incumbent provides a high level of clerical support, plans meetings, and overall office management. This position responds to inquiries providing information relating to FCS policies and procedures, referring only complex inquiries to the supervisor. The Professional Assistant III is also responsible for monitoring, tracking, and reconciling budget activity in the SAP system.

Essential Duties

Maintains the departmental calendar to include official business, meetings, conferences, and other department events

Processes applicable data utilizing the SAP system to include : employee data, payroll, purchasing, invoices and budget related information

Answers telephone in a courteous and tactful manner and attempts to resolve complaints in a calm and courteous manner

Monitors inventory of office supplies required for area of responsibility (e.g., photocopy supplies, office supplies, etc.) and orders additional materials as required within budget parameters

Performs various clerical and secretarial support work associated with special projects such as conference and committee meeting planning

Maintains highly confidential data utilized by the supervisor / department

Receives and screens telephone calls, letters and / or visitors;

Responds to requests and correspondence on own initiative and as directed by supervisor

Compiles and assimilates information to prepare budgets for the District

Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor

Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness

Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information found in documents, correspondence, etc

Receives, sorts, and distributes department mail in an accurate and timely manner; Ensures that all mail received is forwarded to the appropriate person and / or destination;

Collects and prepares outgoing mail for the department

Maintains current contact list (e.g., phone numbers [office and cell], e-mail addresses, etc.) of all District personnel to ensure people are easily accessible for contact

Schedules travel and maintain itineraries for employees within the department

Schedules and maintains department's conference room and classrooms ensuring proper equipment is available and set up as required / requested

Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor

Performs other duties as assigned by the appropriate administrator

Required Education

High School Diploma or GED equivalent

Certification / Licensure

None required

Must be willing to acquire additional training as directed by manager

Experience Qualifications

Minimum of 5 years clerical / administrative experience required; Experience with SAP or other major Enterprise system is preferred

Knowledge / Skills / Abilities

Proficient in Microsoft Office

Proven ability to handle confidential information

Must be able to successfully manage multiple tasks, projects and responsibilities

Ability to compose and compile correspondence from a variety of sources

Ability to exercise sound judgment

Must be able to work independently

Excellent organizational and customer service skills

Excellent communication skills both written and verbal

Working Conditions

Normal office environment

Physical Demands

Routine physical activities of sitting, standing, and walking

May have to lift up to 10 lbs