Secretary III/Accountant II

Position Title: Secretary III/Accountant II

Pay Grade: E/F (Minimum - $37910- Maximum - $56797 based on pay grade and years of service) plus $2500 Accountant Supplement

Department: Transportation

Reports To: Executive Director

Hours: 5:00 am-1:00 pm

Contract Days: 261

Start Date: July 1 2025

SUMMARY:

Serves as secretary/accountant for the Transportation Department being served in communicating information problem solving material acquisition cash handling record keeping etc. Will be responsible for filling daily absences preparing invoices and payroll time sheets to send to finance department and managing POs and PO account balances. Additional duties as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Communicates collaborates and cooperates with colleagues supervisors and students.
• Student Scheduling
• Makes and receives telephone calls takes messages routes calls
• Maintains school records and files for building principal and related requirements
• Distributes mail
• Greets visitors works with parents professional and non-certified staff in a pleasant and efficient manner
• Types prepares distributes files records/reports correspondence mailings etc. related to building functions and principal needs
• Orientates substitute teachers
• Processes attendance/payroll for the building staff
• Takes/transcribes notes for correspondence
• Provides appropriate first aid needs
• Attends Open House
• Orders processes and maintains office materials and equipment
• Maintains confidential
• Administers medication according to policy and regulations if necessary.
• Operates standard office equipment
• Takes in-service training as stipulated by contract
• Distributes district flyers
• Works with Business office to process purchase order numbers petty cash as delegated by the principal
• Performs duties in accordance to contract W. Va. Code and policies.
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATION REQUIREMENTS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Take and pass the WV Department of Educations competency exams for secretary classification.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED).

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS:

Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

Ability to pass a typing test at 45 words per minute. Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and children. Ability to develop effective working relationships with students staff and the school community. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

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 and sit. The employee is occasionally required to stoop kneel crouch or crawl. The employee will occasionally lift and/or push up to 50 lbs. Specific vision abilities required by this job include close vision distance vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

EVALUATION: Job performance is evaluated in accordance to district guidelines by the district supervisor.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Position Title: Accountant II

Pay Grade: E

Department: School Buildings

Reports To: Building Principal

Summary:

Serves as the financial secretary to the principal in the school handling material acquisition cash handling record keeping etc.

Essential Duties and Responsibilities:

1. Follow Accounting Procedures for Public Schools in the State of WV as established by the State Board of Education. (Policy 8100)
2. Organize accounting records in numerical / alphabetical format
3. Issue Receipts for all cash check and credit card funds received
4. Issue POs and Checks for disbursements
5. Retrieve school transportation invoices from BCS Travel Tracker system
6. Educate staff on order process for Amazon Business Prime platform
7. Set-up credit card sale items in MySchoolBucks system
8. Batch credit card receipts at least weekly
9. Maintain Chart of Accounts
10. Reconcile monthly bank statements
11. Record NSF checks when notified
12. Send invoices for receivable amounts due
13. Prepare bank deposits when funds on hand meet deposit thresholds
14. Obtain signatures for all required financial documents
15. Request W-9s for all new vendor applicants
16. Prepare reconciliations for all ticketed events and fund raisers
17. Assist Faculty Senate with teacher allocations and maintenance of general faculty senate funds
18. Collect and remit consumer sales tax on all applicable sales
19. Prepare for annual examination of school records
20. Follow procedures to maintain confidentiality of all data
21. Verify budges codes and vendor addresses on all purchase orders
22. Verify invoices with receiving copies of purchase orders
23. Maintain alphabetical files on completed and pending purchase orders
24. Notify vendors regarding proper billing and credit of purchase orders
25. Receive invoices audit for accuracy and match with purchase order receipts approved for payment
26. Maintain a file on paid orders which includes copies of purchase orders and receipts/invoices
27. Obtain signatures for all required financial documents
28. Educate staff on order process for Amazon Business Prime platform

Maintains positive work habits by:

1. Adhering to appropriate safety hygiene and health standards and maintaining safety of work area.
2. Adhering to schedules; being punctual.
3. Demonstrating flexibility and adjusting to change.
4. Adhering to implementing new responsibilities and assignments.
5. Working cooperatively with the educational team as well as demonstrating courtesy and tact in interpersonal relations.
6. Using good judgment and making sound decisions.
7. Adhering to all school county and state policies and procedures.
8. Demonstrating dependability.
9. Understanding and implementing the job description.
10. Performing additional reasonable job-related responsibilities assigned by the immediate supervisor.

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATION REQUIREMENTS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Take and pass the WV Department of Educations competency exams for secretary and accountant II classification.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED).

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS:

Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and children. Ability to develop effective working relationships with students staff and the school community. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

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 and sit. The employee is occasionally required to stoop kneel crouch or crawl. The employee will occasionally lift and/or push up to 50 lbs. Specific vision abilities required by this job include close vision distance vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

EVALUATION: Job performance is evaluated in accordance to district guidelines by the district supervisor.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Position Title: Accountant II
Department: School Buildings
Reports To: Building Principal

Summary:
Serves as the financial secretary to the principal in the school handling material acquisition cash handling record keeping etc.

Essential Duties and Responsibilities:

1. Follow Accounting Procedures for Public Schools in the State of WV as established by the State Board of Education. (Policy 8100)
2. Organize accounting records in numerical / alphabetical format
3. Issue Receipts for all cash check and credit card funds received
4. Issue POs and Checks for disbursements
5. Retrieve school transportation invoices from BCS Travel Tracker system
6. Educate staff on order process for Amazon Business Prime platform
7. Set-up credit card sale items in MySchoolBucks system
8. Batch credit card receipts at least weekly
9. Maintain Chart of Accounts
10. Reconcile monthly bank statements
11. Record NSF checks when notified
12. Send invoices for receivable amounts due
13. Prepare bank deposits when funds on hand meet deposit thresholds
14. Obtain signatures for all required financial documents
15. Request W-9s for all new vendor applicants
16. Prepare reconciliations for all ticketed events and fund raisers
17. Assist Faculty Senate with teacher allocations and maintenance of general faculty senate funds
18. Collect and remit consumer sales tax on all applicable sales
19. Prepare for annual examination of school records
20. Follow procedures to maintain confidentiality of all data
21. Verify budges codes and vendor addresses on all purchase orders
22. Verify invoices with receiving copies of purchase orders
23. Maintain alphabetical files on completed and pending purchase orders
24. Notify vendors regarding proper billing and credit of purchase orders
25. Receive invoices audit for accuracy and match with purchase order receipts approved for payment
26. Maintain a file on paid orders which includes copies of purchase orders and receipts/invoices
27. Obtain signatures for all required financial documents
28. Educate staff on order process for Amazon Business Prime platform

Maintains positive work habits by:

1. Adhering to appropriate safety hygiene and health standards and maintaining safety of work area.
2. Adhering to schedules; being punctual.
3. Demonstrating flexibility and adjusting to change.
4. Adhering to implementing new responsibilities and assignments.
5. Working cooperatively with the educational team as well as demonstrating courtesy and tact in interpersonal relations.
6. Using good judgment and making sound decisions.
7. Adhering to all school county and state policies and procedures.
8. Demonstrating dependability.
9. Understanding and implementing the job description.
10. Performing additional reasonable job-related responsibilities assigned by the immediate supervisor.

SUPERVISORY RESPONSIBILITIES:
None.

QUALIFICATION REQUIREMENTS:
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Take and pass the WV Department of Educations competency exams for secretary and accountant II classification.

EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED).

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS:
Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.

REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:
Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and children. Ability to develop effective working relationships with students staff and the school community. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:
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 and sit. The employee is occasionally required to stoop kneel crouch or crawl. The employee will occasionally lift and/or push up to 50 lbs. Specific vision abilities required by this job include close vision distance vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

EVALUATION: Job performance is evaluated in accordance to district guidelines by the district supervisor.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.