Job Title: Financial Secretary - Department

Department: Special Services

Pay Grade: C160

FLSA Status: Non-Exempt

Reports to: Director of Special Services

GENERAL PURPOSE

Responsible for providing support to the educational process with specific responsibility for an array of fiscal services for student body and school site activities; conveying and updating fiscal information; and ensuring that fiscal practices are followed and disbursement of funds are within proper and legal guidelines.

ESSENTIAL JOB FUNCTIONS

Collect and safeguard funds from student events ensuring the accuracy and timely completion of transactions.

Compile financial information providing required documentation and/or processing information.

Maintain financial records related to student activities and/or events ensuring completeness and availability of records and compliance with district policy and established regulatory guidelines.

Monitor financial procedures with individuals responsible for site financial operations providing services within established guidelines.

Independently process financial information updating and distributing information, authorizing for action and/or complying with established accounting practices.

Reconcile financials maintaining accurate account balances and ensuring compliance with established accounting practices.

Request quotations from vendors, warehouse, and/or district office staff providing cost information, purchasing and securing items.

Research discrepancies of financial information and/or documentation ensuring the accuracy and adhering to established procedures prior to processing.

Perform complex program and/or department specific financial functions relative to usage, distribution, and accounting for significant financial resources received and utilized, including compliance, accountability and reporting to state, federal, and local entities.

Assist auditors providing supporting documentation and/or information on internal process that is required for audit.

Performs a variety of complex office and clerical work for administrators and staff, independently. Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.

Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.

Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.

Receive and greet visitors, interact professionally and courteously, providing exceptional service.

Communicates effectively with staff parents, students and patrons of the district.

Proficient in the operation of office equipment.

Manages telephone systems, answering, screening, transferring and responding to calls and inquiries.

Maintains work area in good order with needed materials, information and resource information for visitors.

Ensures familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operation on an ongoing basis.

Compiles and maintains materials and data to prepare and support program operations and improvements, including compliance with state, federal and local program requirements.

Supports and enforces safety procedures for the work area.

Supports the operations of the school as directed by the supervisor.

Provides support for assigned administrative personnel.

Processes confidential documents, records, and information for staff and students.

Maintains confidentiality as required by Board of Education policy and/or state or federal law.

Participates in unit meetings, training, workshops, professional learning, etc. conveying and/or gathering information required to perform job functions.

Performs general and program specific clerical functions supporting departmental activities.

Independently prepares written materials and electronic financial information documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.

Performs other duties as required / assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

High School Diploma or its equivalent.

Minimum of three (3) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.

Knowledge based competencies required to satisfactorily perform the functions of the job include bookkeeping principles and practices; standard office machines, methods and practices of office operations; and basic computer applications.

Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.

Skill based competencies required to perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.

Ability to analyze situations to define issues and draw conclusions.

Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.

Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.

Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.

Ability to analyze issues and create action plans.

Ability to collaborate and communicate effectively with internal and external stakeholders.

Ability to apply critical thinking/problem solving to improve work processes.

Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.

Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.

Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

Work environment is primarily inside, where the noise and temperature levels are moderate.

The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.

Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.

Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.