Title: Secretary / Bookkeeper
Department: School Administration
Pay Band: I
FLSA Status: Non-Exempt
Days/Hours: 215 Days / 8 Hours per day
Applicant must have either a 2-year associate degree or higher, or 60 semester hours of college course work, or Silver Level WorkKeys, or WIN Readiness Assessment at the Silver level.
General Statement of Job
Under occasional supervision, keeps records of financial transactions and performs secretarial duties of moderate variety and complexity to maintain effective and efficient office operations. Reports to the Principal.
Specific Duties and Responsibilities
- Interacts and communicates with various groups and individuals, such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service/repair persons, and the general public.
- Provides secretarial support by performing such duties as answering, screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes, etc.
- Types accurate correspondence, reports, memoranda, special projects, technical papers and related material for the school as requested.
- Provides responsible administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports.
- Compiles and maintains various record-keeping systems including maintaining records of a confidential nature such as student or employee information, etc.
- Develops, analyzes and/or maintains various records, reports, graphs, charts, forms, spreadsheets and/or databases using a variety of software applications.
- Manages various complex and non-routine special projects as assigned.
- Responds to complaints and inquiries of routine and non-routine nature, or refers them to appropriate persons and/or departments as needed.
- Accurately maintains a calendar for the Principal and the School.
- Demonstrates the ability to perform financial tasks accurately; prepares monthly financial reports and bank reconciliation statements.
- Exhibits the ability to perform bookkeeping tasks as related to the school which includes the assignment of purchase order numbers, placing orders, and maintains accurate records.
- Effectively serves as liaison between the principal, teachers, support staff, PTO, and other staff.
- Interacts with various business persons, District administrators, staff, students, parents, government officials and agencies.
- Maintains office inventory and school store supplies, orders supplies as necessary and in consultation with faculty and staff.
- Exhibits the ability to serve as back-up to the school nurse, provides first-aid, and dispenses medication as authorized by School Board Policy.
- Operates general office equipment such as a computer, printer, copier, calculator, facsimile machine, telephone system, etc.
- Exhibits the ability to handle public contact in a manner that reflects credibility on the school and the school district.
- Demonstrates the ability to work under the pressure of deadlines and frequent interruptions.
Performs other related duties as assigned or requested.
Minimum Education and Training
2-year associate degree or higher, or 60 semester hours of college course work, or Silver Level WorkKeys, or WIN Readiness Assessment at the Silver level.
Three to five years of secretarial experience is also required. Must be able to type rapidly and accurately.
Minimum Qualifications and Standards Required
Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.
Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.
Requires the ability to read a variety of policies and procedures, computer manuals, financial documents, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, and to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic office machinery functions.
Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Requires the ability to coordinate hands and eyes using office machinery.
Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
Does not require the ability to differentiate colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
Requires the ability to talk and/or hear with talking defined as expressing or exchanging ideas by means of spoken words and hearing being defined as perceiving nature of sounds by ear.
The noise level in the work environment is usually moderate. 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.
All candidates must be able to pass an extensive background investigation before being hired.
The School District of Pickens County does not discriminate for reasons of age, race, sex, handicap, national origin, or religion in its communications with students, employees, the community, applicants for employment, events, or for access to its services.