School Secretary/Bookkeeper

Job Goal: 

To facilitate a positive and organized school environment by efficiently managing administrative tasks, providing exceptional support to staff, students, and parents, and contributing to the overall effectiveness of the school’s daily operations.

Qualifications (minimum education, licensure, skills, and/or experience):

• High School Diploma.
• Ability to establish and maintain an effective working relationship with the public and other employees.
• Must pass a criminal background investigation and drug screen.
• Must possess computer/data processing and typing skills.
• Satisfactory Completion of Red Cross First Aid Course including CPR within 60 days of employment.
• Preferred Qualification:
  • Certificate of Completion from Technical School or College

Essential Duties and Responsibilities:

The duties and responsibilities of the secretary may vary from school to school within the district due to grade level and size of the school.

• Record keeping and Database Management
  • Maintain all office and school recordkeeping systems.
  • Use both digital and manual filing systems for efficient collection, retention, and retrieval of information.
  • Complete any assigned online or manual forms including but not limited to purchase orders, supply orders, work orders, travel claims, time sheets, etc.
  • Accurately set up and maintain master schedule in data system.
  • Enter discipline reports as assigned.
  • Maintain and/or assist with the maintenance of student data and documents such as cumulative file, birth certificate numbers, health records.
  • Receive and verify all incoming shipments of merchandise.
  • Receive, record, and account for all school monies.
  • Remit payments for school invoices and verification and approval by Principal.
  • Reconcile bank statements with journal entries.
  • Maintain accurate records of budget and inventories of supplies and equipment.
  • Prepare financial statements, schedules, and ledgers for school.
  • Makes bank deposits.
• Communication and Customer Service
  • Sort and route incoming mail.
  • Answer telephone and provide information to callers or routes calls to appropriate official.
  • Place outgoing calls.
  • Service as a liaison between the school and the public by researching and conveying information concerning rules, regulations, policies and laws.
  • Maintain confidentiality of records
  • Answer complaints relating to the school. Communicate with school personnel as necessary to resolve customer service issues.
  • Communicate appropriately and work effectively with all populations.
• Principal Support and School Site Support
  • Place and receive telephone calls and record messages for Principal.
  • Schedule meetings and conferences with Principal when necessary.
  • Ensure that appropriate calendars of activities are maintained for the school
  • Prepare, create, and compose letters, reports, memos, and other documents for the school as directed by the Principal.
  • Operate office equipment.
  • Assist with obtaining transportation for field trips as applicable.
  • Coordinate obtaining of substitutes when necessary. Keep track of teacher absences and substitutes filling each position for monthly absentee report.
  • Maintain, prepare and send transcripts of students’ cumulative record.
  • Register new students.
  • Prepare required forms for student withdrawal.
  • Prepare required information and reports concerning students who have been suspended.
  • Keep an accurate drop list.
  • Assist principal and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops.
  • Order supplies and equipment for school, ensuring adequate levels are maintained.
  • Handle all student insurance claims.
  • Prepares cumulative file on each new student.
  • Prepare personnel file for new school staff.
• First Aid
  • Administer first aid to students.
  • Administer or assist with the administration of medication of students with appropriate documentation in the nurse’s absence as needed. Notify parent/guardian of student illness.
• Perform other job-related duties as assigned.

Physical Demands:

• Possesses physical skills and stamina to perform job responsibilities.
• Work requires occasional standing.
• Must tolerate sustained periods of sitting throughout the day.
• Must tolerate sustained operation of keyboard devices.
• Must tolerate frequent periods of walking.
• Must on occasions lift and carry file boxes, books, manuals, catalogues, files, records, etc.
• Must be able to bend and stoop in performing job duties.
• Must tolerate horizontal, overhead, and low level reaching in performing work activities.

Terms of Employment:  200 days (salary in accordance with current salary schedule)

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel (Bulletin 130).