Lead Secretary

Overview

POSITION PURPOSE: 

Performs advanced clerical and bookkeeping work in examination, analyses, and verification of fiscal records in an elementary school. Maintains bookkeeping controls of funds disbursed or received and prepares financial data required for fiscal management. Processes payroll and ensures records are maintained. Serves as Human Resources (HR) liaison for school staff. Serves as front office coordinator. 

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of bookkeeping/accounting practices for revenue, expenses;
• Considerable knowledge of standard procedures for running a busy office;
• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Strong organizational and record-keeping skills;
• Ability to effectively organize and maintain records;
• Ability to interpret standard accounting and financial statements;
• Ability to prepare reports and business correspondence;
• Ability to maintain confidentiality;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Ability to learn pertinent district policies and procedures rapidly, apply them in appropriate situations, and explain them to staff, parents, students, and the public;
• Ability to exercise independent judgment and initiative in completing work assignments and determine when to refer situations to supervisor;
• Ability to communicate information clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to reason, work, and problem-solve independently in order to carry assignments to completion according to expected timelines while adhering to established policies and procedures; exercise judgement in the absence of clear directives;
• Ability to assist students with medication and health needs, as needed;
• Ability to establish and maintain positive and effective working relationships with diverse groups of school system staff, students, parents, external agencies, vendors, and the community. 

EDUCATION, TRAINING, AND EXPERIENCE

• High school graduation or GED;
• Two years of bookkeeping/accounting experience;
• Two years of experience performing advanced clerical work.

CERTIFICATION AND LICENSE REQUIREMENTS

• None

PREFERRED QUALIFICATIONS:

• Associate’s degree in business/accounting from a regionally accredited college or university;
• Bookkeeping/accounting experience within a school district or similar environment;
• Bilingual English and Spanish (fluent verbal and written) skills;

• Experience working with Oracle business applications.

ESSENTIAL DUTIES AND RESPONSIBILITIES:   

Maintains a complete and systematic set of records of all financial transactions as required by federal, state, and school board rules, regulations, policies, and laws, and reviews and reconciles accounts and budget reports on a monthly basis; performs thorough examination and analyses on statements and reports to ensure accuracy for work evaluation and audits.

Analyzes, verifies and reconciles school budget reports to ensures that maximized use of funds are in compliance with local, state and federal fiscal requirements.

Composes complex financial correspondence for principal’s signature.

Assists principal with budget development.

Initiates and prepares budget transfers and amendments.

Purchases materials for the school using a variety of approved purchasing methods.  Initiates all purchase order request forms, obtains quotes for materials and necessary approvals, and maintains records of transactions. Reviews orders received and distributes merchandise received from vendors and the county warehouse.

Initiates and reviews school contracts and prepares supporting documentation to ensure compliance policies and procedures.

Initiates and prepares payment requests, (direct payments, purchase orders, travel requests), reviews for proper documentation, completes with proper budget codes, verifies available balances, identifies new account codes when necessary, obtains necessary approvals, resolves discrepancies, and maintains a file of all transactions.

Initiates, prepares and processes transactions relating to the school’s purchasing card according to set procedures, tracks expenditures, and reconciles balances with Oracle on a monthly basis.

Manages the school’s checking account to include receipt books audits, collects and verifies monies received from staff, ensures funds are delivered to the bank according to policy, issues school checks, reconciles the bank account, posts activities on the online payment software, reconciles the school account activity with Oracle, assists in district run audits of records and accounts. 

Trains backup bookkeeper to ensure they are familiar and able to perform the essential bookkeeping duties pertaining to Fund 6 in the absence of the school Bookkeeper.  

Answers inquiries from staff and parents pertaining to interpretation of school system’s financial policy and procedures.

Maintains payroll records for school, including maintaining an accurate record of absences for school‐based employees in Oracle; receiving and processing staff timesheets for non-certified staff members; processing and tracking leave requests for staff members; answering questions on payroll; and serving as contact between school staff and Compensation Services.

Serves as HR liaison for school staff,  posts open positions, pulls requested Oracle reports; onboarding of new staff members; assists in HR problem solving and education informational sharing; contacts appropriate teams in HR to address employee needs, such as name/address changes, salary questions, workers’ compensation issues, and long-term leave requests.

Monitors substitute system, checks substitutes in, and reports substitute status to Administrator.

Submits work orders, as directed, by principal or assistant principal.

Assists with master school calendar and schedules the use of the school facility, as assigned.

Administers prescribed medication to students according to directions provided by medical professionals, as needed.

Serves as a front office coordinator.

Performs other related duties, as assigned.

WORKING CONDITIONS:

PHYSICAL ENVIRONMENT

Must be able to use a variety of office equipment such as computers, scanners, and copiers.  Must be able to communicate effectively.  At times requires the ability to lift, carry, push, pull or otherwise move objects up to ten pounds.  Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for sedentary work.

WORK ENVIRONMENT

Must be able to work in a school or office environment and come into direct contact with school system staff, students, parents, external agencies, vendors, and the community.

EFFECTIVE DATE:5/2023

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position.  This description may be revised by the supervisor, with HR review and approval, at any time.