TITLE:    Director's Secretary - Construction Contract Assistant

JOB GOAL: 

Under the direction of the Director of Physical Properties, Director’s Secretary (Construction Contract Assistant) is responsible for organizing accounts payable functions, accounting, and administrative work relating to the construction and maintenance work associated with bond and capital improvements of the Kansas City, Kansas Public School District in order to enhance and support the education mission of the District.

ESSENTIAL FUNCTIONS:

• Assist the Director of Physical Properties in the planning, organization and record keeping associated with facility improvements. This duty is performed daily.
• Responsible for the review and audit of invoices and other claims for payment generated by architects, engineers, general contractor and other outside entities.
• Produces and prepares internal reports for the Director and Bond Manager highlighting discrepancies, or other factors requiring attention and correction.
• Assist the Director manage existing contracts, ensuring that money, services and goods are received on time.
• Coordinates the accounts payable process ensuring that pay applications are properly received, reviewed by appropriate personnel and submitted on a timely basis to the Director of Finance.
• Verifies that purchase orders are charged to appropriate accounts, ensures that adequate funds are available and then encumbers the funds for orders.
• Reconciles budgets monthly and provide reports on budget as requested.
• Post transactions to journals, ledgers and other records. Requires understanding of bookkeeping procedures.
• Maintain files, records, meeting notes and correspondence for the purpose of providing documentation and historical reference as required by State Auditing procedures.
• Assists in the preparation of the expenditures reports.
• Work on purchase order discrepancies with the vendors. Resolve vendor inquiries.
• Assist direction of invoice processing and verification, expense coding and drafting of payment checks or vouchers.
• Special projects and other duties as assigned

COMMUNICATION/ORGANIZATION:

• Must be able to communicate with, provide direction to, and respond to external professional consultants
• Must be able to establish and maintain effective communication and relationships with school personnel, district administration and the community
• Must be able to communicate effectively both verbally and in writing, including the ability to listen and effectively respond to instruction
• Must be able to utilize existing technology effectively to enhance the performance of duties
• Ability to organize work efficiently so as to foster productivity
• Ability to maintain emotion control under stress

REASONING ABILITY & LANGUAGE SKILLS: 

• Ability to solve practical problems and deal with a multiple variables in situations where only limited standardization exists
• Ability to identify complex problems, review related information to develop, evaluate and recommend options and implement solutions
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, employees and outside vendors.
• Mathematical Skills - Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry

QUALIFICATIONS:

(Education/Certification and Experience may be substituted for one another.)

• Associate Degree and/or
• Certification in the Accounts Payable Profession (CAPP, CAPA, etc.) and/or Equivalent Experience
• Highly Preferred: Experience working in a professional, fast-paced construction like environment.

Must be able to perform each essential function satisfactorily.

Demonstrated ability to use Excel and/or other standard software packages

Excellent interpersonal skills

Working knowledge safety regulations, applicable codes, laws rules and regulations

PHYSICAL DEMANDS & WORK ENVIRONMENT:

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 regularly required to stand, walk, sit, use a computer and view a monitor for extended periods of time. The employee must occasionally go out and walk construction sites.The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.  The work environment is normal office conditions.  The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. The noise level in the work environment is usually quiet.

TERMS OF EMPLOYMENT:       261 days

SALARY:                Based on KCKPS Salary Schedule        

FLSA STATUS:      NON-EXEMPT

REPORT TO:         Director of Physical Properties

EVALUATION:    Evaluation of will be conducted in accordance with the procedures outlined by the USD #500 Board of Education

Signatures

This job description has been approved by all levels of management:

Manager _______________________________________________

HR ___________________________________________________

Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.

Employee _____________________________ Date ____________