Professional Assistant III, Bookkeeper

Fulton County Schools; Atlanta (GA); On-site; USD 40,000 - 60,000; Full time

Job summary

Fulton County Schools is seeking a Professional Assistant III to support the head of a major function area across schools, instructional, and operational departments. The role includes handling high-level clerical tasks, budget reconciliation in SAP, and coordinating meetings and communications.

The incumbent will manage calendars, process SAP data (payroll, purchasing, invoices), and monitor office supplies while maintaining confidentiality.

Qualifications

• High School Diploma or GED required.
• Minimum of 5 years clerical/administrative experience.
• Experience with SAP or other major Enterprise system preferred.
• Proficient in Microsoft Office; ability to handle confidential information.

Responsibilities

• Maintains the departmental calendar including official business, meetings, conferences, and events.
• Processes data in SAP for employee data, payroll, purchasing, invoices and budget information.
• Answers telephone courteously and resolves complaints calmly.
• Monitors inventory of office supplies and orders within budget.
• Performs clerical and secretarial support for special projects like conferences and committee meetings.
• Maintains highly confidential data for the supervisor/department.
• Receives and screens calls, letters, and visitors; responds proactively.
• Compiles information to prepare budgets for the District; identifies routine solutions.
• Prepares documents ensuring accuracy, timeliness, and completeness.
• Creates and manipulates data to generate reports and locate information.
• Manages department mail and distributes it appropriately.
• Maintains current contact lists for District personnel.
• Schedules travel and itineraries for department employees.
• Maintains conference room/classroom setup and equipment.

Skills

Office Administration

SAP

Budget Tracking

Payroll Support

Confidential Information

Multi-tasking

Communication Skills

Education

High School Diploma or GED

Tools

SAP

Job description

Professional Assistant III, Bookkeeper

Summary

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.

• 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

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

Category

School Based Clerical

Job Function

Clerical

Department

Lake Forest Elementary

Nearest Major Market

Atlanta

It is the policy of the Fulton County School System not to discriminate on the basis of race, color, sex, religion, national origin, age, or disability in any employment practice, educational program, or any other program, activity, or service. If you wish to make a complaint or request accommodation or modification due to discrimination in any program, activity, or service, contact Compliance Coordinator Gonzalo LaCava, 6201 Powers Ferry Rd, NW, Atlanta, Georgia 30339, or phone [phone].TTY 1-800-255-0135.