Secretary/Bookkeeper II - School/Department

Secretary II - School/Department
Overall Purpose
The job of Secretary II - School/Department is done for the purpose/s of providing secretarial and bookkeeping support to school site; establishing and maintaining records; compiling and distributing materials and reports; responding to inquiries from a variety of internal and external sources; and reconciling of fiscal information and generating periodic reports in accordance with established financial practices.

Direct Supervisor
Building Principal
Essential Functions

• Administers first aid and prescription medications to students (under the direction of a health care professional) for the purpose of meeting immediate health care needs within established guidelines.
• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Compiles data (work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of preparing reports or processing requests.
• Coordinates assigned projects and/or activities (proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains inventory of supplies and materials (forms, office supplies, etc.) for the purpose of ensuring items' availability.
• Maintains a variety of documents, files, and records (student files, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.
• Prepares a variety of correspondence, reports, electronic financial information, and other materials (letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information and complying with established financial, legal and/or administrative requirements.
• Processes financial information for the purpose of updating and distributing information, authorizing for action, and/or complying with established accounting practices.
• Reconciles financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Responds to inquiries from a variety of internal and external parties (district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties, and/or providing direction.
• Schedules activities (appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Maintains financial information, files, and records (prepares checks for signature, reconciles statements and prepares reports, generates data summaries, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.

Marginal Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Competencies

• Skills-based Competencies

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; administering first aid; administering first aid and/or prescribed medications; applying job-related codes, regulations and laws; classifying data and/or information and/or information; utilizing pertinent software applications; analyzing budgets; analyzing data; applying assessment instruments; classifying data and/or information; conducting financial transactions; using Microsoft Office software applications including Word, Excel, PowerPoint and Access.

• Knowledge-based Competencies

Required to perform 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. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; accounting/bookkeeping practices; bookkeeping practices; concepts of grammar, spelling, and punctuation; health standards; keyboarding; knowledge of community resources; and office equipment and technology.

• Ability-based Competencies

Required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; working as part of a team; working with frequent interruptions; attending to accuracy and detail; adapting to changing work priorities; analyzing issues and determining appropriate course of action; meeting deadlines and schedules; and multitasking.

Requirements
High school diploma or GED equivalent
Experience in administrative, bookkeeping, and secretarial work preferred

Physical Requirements
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.

Generally the job requires 70% sitting, 15% walking, and 15% standing.

Continuing Education/Training
N/A

Clearances
Criminal Justice Fingerprint
Background Clearance

Fair Labor Standards Act
Non-Exempt