Secretary Administration Jobs (NOW HIRING)

Function: The Secretary to the Director of Administration & Finance is responsible for complex, confidential clerical support that requires the ability to work in an independent, responsible, and professional manner. This position ensures smooth and efficient operations in the Administration and Finance Department. The Secretary to the Director of Administration & Finance reports directly to the Director of Administration & Finance. Essential Functions: Supports all functions of the finance department (Payroll, Accounts Payable, General Ledger, Accounts Receivable) through Infinite Visions as directed by the Director of Administration & Finance as necessary. Capable of developing and implementing a system for organizing and maintaining office records for ready accessibility. Responsible for maintaining all bid documentation in an easily accessible computer file format utilizing Infinite Visions. Responsible for all bid procedures (local and grant), including preparation, mailing, advertising, receiving, tabulation, verifying for compliance, notifying bidders of awards, and preparing requisition forms for the same. Maintains a listing of bidding vendors by product. Works closely with all departments and vendors compiling all orders for supplies, materials and equipment which require bids. Responsible for compiling yearly orders for system-wide printing supplies and arranging distribution through the Facilities Department to individual school offices. Responsible for gathering, tabulating and submission of the Federal Impact Aid Grant and works in coordination with the Woonsocket Housing Authority for verification. Maintains an active "conference room" booking calendar. Serves as the Woonsocket Education Department's Free/Reduced lunch coordinator district-wide. Makes yearly visits to audit the lunch program as necessary. Reviews and submits all 'CLAIMED" reimbursable meals submitted to RIDE on a monthly basis. Attends any and all USDA and RIDE training in regards to WED's food program. Coordinates district wide usage of translators. Receives written requests from school principals or coordinators, requests are forwarded to agencies, and tracks all transactions on a spreadsheet. Reviews monthly bills from the Translating Agency for accuracy and approves correct billing, then forwards to AP for payment. Responsible for ordering Postal funds & supplies as needed. Responsible for ordering supplies needed for the copy machine & fax machine, as well as placing service calls as needed. Responsible for assisting and covering the Human Resources Secretary/Receptionist as needed. Performs routine confidential administrative responsibilities, including but not limited to letters, reports, correspondences, forms, etc., in a timely and efficient manner. Assumes other general duties as may be assigned by the Director of Administration & Finance Critical Skills, Experience, and Knowledge: Demonstrates the ability to maintain confidentiality. Demonstrates the ability to work in a fast-paced environment and adapt to shifting priorities. Demonstrates strong customer service skills and the ability to interact patiently and positively. Ability to prepare and maintain accurate records and reports. Ability to establish and maintain cooperative working relations with the general public and co-workers. Demonstrates strong communication skills orally and in writing. Ability to understand and follow oral and written instructions Ability to work accurately and efficiently with attention to detail while following established procedures. Ability to work independently and demonstrate strong decision-making skills. Minimum Required Qualifications: High School Diploma or GED At least five years' administrative experience in an office environment or two years of business education with three year's administrative experience. Proficiency in using computer-based systems, including but not limited to Google and Microsoft products. Ability to pass a clerical test with a score of 70 or higher Valid driver's license and reliable transportation. Preferred Qualifications: Previous experience in a school-based environment Associates degree