Secretary 4

Summary:
The Secretary 4 Elementary performs secretarial work involving moderately complex office and clerical duties as well as bookkeeping and related accounting functions in the preparation and maintenance of financial records of an elementary school site. The Secretary 4 Elementary performs secretarial and clerical tasks requiring independent judgement and action including decision- making in accordance with organizational policies and procedures. Under the supervision of the school principal the Secretary 4 Elementary will perform bookkeeping duties associated with the effective financial operation of the school for the school activity fund as well as the schools supply budgets. Internal and external audits will play a role in employee evaluation.

SUPERVISORY EXPECTATIONS: Manage assigned clerical staff and subordinate professional personnel in one or more sections of the department. Take responsibility for the overall direction coordination and evaluation of assigned teams. Carry out supervisory responsibilities in accordance with the districts policies and applicable state and federal laws. Responsibilities include interviewing hiring and training employees; planning assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

DISTRICT EXPECTATIONS: All district employees must:

Demonstrate regular and predictable attention to the work.

Support the districts vision mission goals and Strategic Plan.

Engage in civility respect and professionalism.

Maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.

Responsibilities:
Serves as office manager and secretary for school principal.

Prepares payroll and maintains in-school personnel records as directed.

Manages substitute personnel as appropriate.

Maintains school financial records including generalized and specialized files.

Maintains district-prescribed accounting and internal control procedures over school activity funds.

Ensures established procedures are followed including receipting onsite funds (e.g. ticket sales memory book purchases field trips fundraisers etc.) prepares deposits and ensures deposits are submitted to the bank within established timeframes.

Prepares checks for disbursements based on approved check requisitions.

Reconciles monthly bank statement and financial data for principals and Internal Auditings review.

Monitors financial procedures with individuals responsible for school site financial operations within district guidelines (e.g. student activities fundraisers bookstore athletic department and student clubs).

Processes and monitors purchase orders and purchasing card (P-card) transactions receives and distributes all supplies equipment and textbooks in the prescribed computer system in accordance with district policies and procedures.

On an emergency basis operates the Health Clinic when necessary.

Coordinates school maintenance requests.

Monitors students in the office for various reasons.

Makes designated school wide announcements and answers intercom/radios.

Distributes collects and maintains building keys.

Answers telephones and takes messages as appropriate.

Utilizes district-provided email for day-to-day work-related correspondence.

Opens and distributes mail and assembles material for use by principal. Prepares bulk mailings.

Answers inquiries requiring interpretation of organizations policy and procedures.

Meets public and assists in completing forms questionnaires and /or applications.

Supervises a small number of employees.

Performs any other duties as assigned.

Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the district.

Other information:
Dependability: Responds to requests for service and assistance. Follows instructions and responds to management direction. Takes responsibility for own actions. Meets attendance and punctuality guidelines.

Cooperation: Establishes and maintains effective relations. Exhibits tact and consideration. Displays positive outlook and pleasant manner. Offers assistance and support to co-workers. Works cooperatively in group situations. Works actively to resolve conflicts.

Customer Service: Displays courtesy and sensitivity. Manages difficult or challenging customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.

Quality: Demonstrates accuracy and thoroughness. Displays commitment to excellence. Looks for ways to improve and promote quality. Applies feedback to improve performance. Monitors own work to ensure quality.

Use of Technology: Demonstrates required skills. Adapts to new technologies. Troubleshoots technological problems. Uses technology to increase productivity. Keeps technical skills up to date.

NOTE: School Board Policy ensures equal opportunity for all in its personnel policies and practices and does not discriminate on the basis of race color gender religion national origin marital status sexual orientation gender preference political beliefs social/family background disability or age.

The district accords preference in selection retention and promotion procedures to certain veterans and spouses of veterans who are Florida residents.



Experience: Two (2) years of increasingly responsible experience in secretarial clerical and bookkeeping. Supervisory experience preferred. One (1) year of required experience must be in accounting or bookkeeping records.

Language Skills: Reads and comprehends simple instructions short correspondence and memos. Writes simple correspondence. Effectively presents information in one-on-one and small group situations.

Mathematical Skills: Adds subtracts multiplies and divides in all units of measure using whole numbers common fractions and decimals. Calculates figures and amounts such as discounts interest commissions proportions percentages area circumference and volume. Performs these operations using units of American money.

Reasoning Ability: Applies common sense understanding to carry out simple instructions. Deals with standardized situations with only occasional or no variables.

Computer Skills: Knowledge of relevant and current computer software programs.

PHYSICAL DEMANDS:

Physical Activities: Standing walking sitting handling keyboarding talking hearing and visual acuity.

Lifting Demands: Up to 10 pounds.

Reaching Activities: Both dominant and non-dominant hand; overhead.

Environmental Conditions: Noise Intensity: 3 moderate.