SecretaryBookkeeper

Simpson County Schools requires that Clerical staff that do not hold the verifiable equivalent of an Associates Degree from an accredited institution (60 college hours) hold Kentucky Career Readiness Certification (KCRC). The Kentucky Career Readiness Certificate is a portable evidence-based credential that certifies essential skills needed for workplace success. A Level 3 or higher Certificate is required for Clerical candidates.

The KCRC assessment is offered by the Adult Learning Center located at the Kentucky Community & Technical College. You may contact the Center by phoning 270.901.1181 or 270.901.1182 to schedule an appointment. Upon request results will be forwarded to Simpson County Schools Human Resources Dept.

NOTE: Internal candidates whose training and experience have been validated by the District and the Hiring Managermay beexempt from the NCRC.

QUALIFICATIONS:

Any combination equivalent to high school diploma or G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and responsible and varied secretarial experience; possess the necessary literacy skills to fulfill the performance responsibilities of the job.

REPORTS TO:

Principal

PRIMARY JOB GOAL:

To efficiently and pleasantly oversee the smooth and effective operation of the school office so that the offices maximum positive impact on the education of the children of the school can be realized; to perform highly responsible secretarial duties and provide clerical support to the faculty and staff of the school for the successful implementation of the schools programs and services.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

Knowledge of school administrative office principles procedures practices and equipment; knowledge of school/district organization operations policies and objectives; excellence in business English grammar spelling punctuation and telephone techniques and etiquette; ability to communicate clearly and concisely both orally and in writing; ability to maintain a pleasant attitude and to establish and maintain effective working relationships with others and work effectively under minimum supervision; possess skills in various office equipment including copy machines typewriters computers word processors and peripheral equipment; proficient typing and keyboarding skills; ability to work under pressure to meet the demands of the job; ability to establish and maintain a variety of complex and confidential files and records; ability to work confidentially with discretion; possess organizational skills and skills in basic accounting for the purpose of maintaining basic financial and other ledgers.

PERFORMANCE RESPONSIBILITIES:

-Serves as secretary to the school by relieving the faculty and staff of routine clerical details.

-Assists in the management of the school office as directed by the Principal and reports to open the office each morning.

-Promotes harmony and good will with the public in a manner that merits their respect.

-Greets and receives all visitors courteously; determines their needs and either schedules appointments with them or escorts them to the proper person.

-Maintains an attractive and comfortable reception area.

-Insures that office desks typewriters machines etc. are kept clean and properly maintained.

-Answers the telephone for the school and responds appropriately to requests for information; takes phone messages for faculty staff and students.

-Provides detailed and technical information concerning school policies procedures and established regulations.

-If applicable keeps records of long distance telephone calls and incoming collect calls.

-Assists in the distribution of incoming mail; assists in the preparation of outgoing mail.

-Enrolls or assists in enrolling all new and incoming students and maintains an up-to-date alphabetized listing of all students enrolled in the school.

-Assists in the orientation of new and substitute employees.

-Assists in distributing books and related supplies; assists in maintaining the book storage area.

-If applicable contacts as needed all substitutes both certified and classified of the need for a substitute.

-Orders office supplies as needed.

-Obtains gathers and organizes pertinent and faculty data as needed and puts into usable form.

-Maintains an alphabetical file or list of staff members names addresses room locations and telephone numbers.

-Maintains a regular filing system as well as a set of locked confidential files and as instructed processes incoming correspondence.

-Classifies materials in a systematic way with labels or other appropriate identification data.

-Clears files at designated intervals under the Principals direction.

-Types routine school correspondence as directed by the Principal.

-Operates office copy and other duplicating machines computers printers and/or binders and helps control their usage.

-Types and copies teacher materials as time allows and as directed by the Principal.

-Assists in insuring proper filing and maintenance of student records in the administrative office area.

-If applicable prepares daily student absentee report; works with the Principal and Counselor on communicating with parents concerning student absences.

-Assists in preparation of the Principals Monthly Attendance Report.

-Assists in the preparation of all school annual reports.

-If applicable processes all changes and adjustments in student schedules and keeps records of class rolls and schedules.

-Assists in maintaining a file of office and classroom inventories of equipment supplies and books.

-For school secretaries assigned bookkeeping duties: assists the principal in budget development; maintains a complete set of records of all financial transactions of the school; records details of financial transactions on appropriate ledgers and balances recorded entries; prepares financial statements income statements and cost reports; computes and records cash receipt summaries; reconciles cancelled checks with bank statements; prepares the monthly school activity report.

-If applicable collects and accounts for monies collected in conjunction with school activities; secures monies and processes according to established procedures.

-If applicable assists in the distribution and tracking all school purchase orders.

-If applicable maintains a daily faculty/staff attendance log and a monthly record for substitute employees; completes attendance reports on the schools faculty/staff twice a month for submission to the Secretary to the Personnel Director/Federal Programs Coordinator for processing.

-If applicable serves as Recording Secretary to the schools Site-Based Decision Making Council.

-Assists in administering first aid to ill or injured students; contacts the school nurse as appropriate.

-Works on student immunizations and physicals by monitoring expiration dates sending proper information out as needed etc.

-If applicable works with Principal on discipline referrals and detention notices.

-Performs related duties and assumes other responsibilities as may be assigned by the building Principal and the Superintendent.