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JOB TITLE:  Secretary and Treasurer for Porter

FLSA CLASSIFICATION:  Non-exempt, hourly employee.

WORK DAYS:  246 days (not including paid holidays).

STANDARD HOURS PER DAY:  8 hours per day (not including a 60-minute unpaid duty-free meal break)

WORK YEAR: The Secretary and Treasurer for Porter is generally employed for 246 days (including paid holidays). 

SALARY SCHEDULE & BENEFITS: The Secretary and Treasurer for Porter is paid on the "Secretaries" Salary Schedule, Level 2, and is eligible for benefits on the "Support Staff" benefits schedule if hired for at least 60 consecutive days. Starting hourly rate is $20.10.

REPORTS TO: Director of Porter Services. 

SUPERVISES: The Secretary and Treasurer for Porter does not supervise any other employee(s).

GENERAL SUMMARY OF DUTIES:

Under direct supervision, the Secretary and Treasurer for Porter performs entry-level clerical, administrative, financial, and office support duties for Porter Services leadership. This position helps maximize operational efficiency, supports customer service, assists with department communications and records, and performs routine treasurer-related tasks such as reviewing invoices, paying bills, and requesting purchase orders in accordance with district procedures. Performs related work as directed. 

ESSENTIAL FUNCTIONS:

1. Administrative and Office Support
   1. Provides a high level of administrative support to Porter Services administrators and staff.
   2. Monitors Safety Protocols for entering and exiting Porter with community visitors and contractors.
   3. Manages calendars by making appointments and scheduling meetings for staff.
   4. Transcribes correspondence, Porter bulletins, and other departmental communications.
   5. Performs assigned clerical tasks, which may include supporting office processes, maintaining spreadsheets, entering and collecting data, filing, sorting, and packaging materials.
   6. Organizes and maintains electronic and physical records and files in accordance with district standards.
   7. Utilizes Excel and Google Sheets to perform various types of spreadsheets to monitor efficiency and performance.
   8. Operates office equipment and tools associated with department activities, which may include computers, copiers, scanners, printers, and other standard office equipment.
   9. Maintains accurate and timely information as part of assigned job responsibilities.
2. Customer Service and Communication
   1. Provides exceptional customer service by assisting visitors, staff, and community members and ensuring their needs are addressed when they visit Porter Services.
   2. Ensures information, messages, and other communications are relayed to appropriate personnel in a timely and professional manner.
   3. Assists with internal and external communications related to Porter Services operations, as assigned.
   4. Maintains a high level of confidentiality.
3. Staffing and Facility Support
   1. Supports facility usage processes, including scheduling, documentation, and communication related to building and space use, as assigned.
   2. Provides backup support to the Office Manager, processing leave requests and payroll.
4. Financial and Treasurer Support
   1. Reviews invoices and supporting documentation for accuracy, completeness, and appropriate authorization prior to processing.
   2. Assists with processing routine departmental expenditures in accordance with district financial policies and procedures.
   3. Supports the operations team with requesting quotes from vendors and entering requests to purchase.
   4. Requests purchase orders for approved department needs and ensures required documentation is complete and properly filed.
   5. Maintains organized financial files and records related to invoices, purchase orders, payments, and other department transactions.
   6. Assists with tracking routine expenditures and reconciling financial information, as assigned, to support accurate recordkeeping and reporting.
   7. Communicates with vendors, district staff, and department leadership regarding invoice status, payment questions, and purchasing needs, as appropriate.
   8. Follows established internal controls and confidentiality standards when handling financial information and records.
5. Technology and Professional Development
   1. Remains current on technology, as job-appropriate, used by Warren and Porter Services.
   2. Attends district-supported training to maintain the skill level required to perform the current position effectively, including training on office software and financial processes.

NON-ESSENTIAL FUNCTIONS: 

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. 

1. Performs related duties as directed. 

ENTRY-LEVEL REQUIREMENTS:

1. EDUCATION/TRAINING: High school diploma or GED required.
2. EXPERIENCE: This is an entry-level clerical/secretarial position requiring little or no previous experience or training beyond the knowledge, skills, and abilities needed to perform the essential job functions.
3. CERTIFICATIONS AND LICENSES: Indiana Driver's License.
4. OTHER: Ability to perform the essential functions, meet the performance aptitudes, and fulfill the physical, sensory, and environmental requirements of the job, with or without reasonable accommodation, is required.

PERFORMANCE APTITUDES: 

1. Data Utilization: Requires the ability to compile, assemble, copy, record, and/or transcribe data and information according to a prescribed plan. Includes judging whether readily observable functional, structural, or compositional characteristics are similar to or divergent from prescribed standards, procedures, or routines.
2. Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details, while following well-established policies, procedures, and standards.
3. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and materials used in performing essential functions.
4. Verbal Aptitude: Requires the ability to utilize a variety of reference data and information and to communicate clearly in both verbal and written form.
5. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division related to clerical and routine financial tasks.
6. Functional Reasoning: Requires the ability to carry out detailed but uninvolved written or oral instructions. Involves routine work according to clearly prescribed standard practices, with some latitude for independent judgment.
7. Situational Reasoning: Requires the ability to exercise judgment in situations characterized by repetitive or short-cycle operations covered by set procedures or sequences.

PHYSICAL REQUIREMENTS: Tasks involve the regular and, at times, sustained performance of moderately physically demanding work, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and may involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (2050 pounds). 

SENSORY REQUIREMENTS:  Some tasks require visual perception and discrimination. Some tasks require oral communication ability.

ENVIRONMENTAL FACTORS: Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.