What are the responsibilities and job description for the Finance: Administrative Secretary 4 (Job ID# 2742) position at ADMINISTRATION?
NOTICE OF VACANCY
November 5, 2024
POSITION:
Administrative Secretary 4 (8 hours per day)
LOCATION:
Finance Department
POSITION SUMMARY:
Under general supervision, performs secretarial and clerical work in support of the financial activities of the department/program. Work requires knowledge of office and financial procedures, processes, rules, and regulations and the ability to explain these to others. Work efforts result in accurate and reliable financial data, processes, and transactions. Responsible for monitoring, safeguarding, and maintaining important financial information.
REPORTS TO:
Chief Financial Officer and the Supervisor of Finance – Procurement
EDUCATION, CERTIFICATION, AND EXPERIENCE:
- High school diploma or general education development (GED) program certificate or equivalent
- Business education training
- One or more years of secretarial experience that includes financial records processing (three or more years preferred)
- One or more years of experience working in a public school district (three or more years preferred)
- Experience working with Microsoft Excel, Word, and Outlook
KNOWLEDGE, ABILITIES, AND SKILLS:
(These are pre-employment knowledge, abilities, and skills that apply to the essential job functions.) At the time of application, the candidate must have:
- Knowledge of modern office procedures and operation of office equipment and machines
- Knowledge of basic bookkeeping
- Ability to meet the clerical testing requirements for administrative secretary position given by Calvert County Public Schools ability to maintain complex paper and electronic financial records, prepare reports, and answer questions from records
- Ability to prepare office documents, brochures, and purchase requisitions
- Ability to exercise judgment and discretion when making decisions based on established policies and procedures
- Skill in the operation of computer software with the ability to prepare and edit documents
- Skill in accessing and entering data into databases
- Demonstrated interpersonal skills and knowledge of office protocol
- Good customer service skills
- Ability to maintain confidentiality
- Regular, predictable attendance
- Such alternatives to the above qualifications as the Calvert County Public Schools may find appropriate and acceptable
- Demonstrates success in accomplishing tasks related to those responsibilities listed below
ESSENTIAL JOB FUNCTIONS, DUTIES & RESPONSIBILITIES:
- Process financial information for department
- Process invoices to schools and outside organizations
- Generate purchase requisitions (a back-up role)
- Assist the Finance Department by performing duties such as processing purchase orders, printing accounts payable checks; printing payroll checks, credit card reconciliations, and direct deposit advices, Maintain and establish paper and electronic financial files
- Enter and access data in financial records, spreadsheets, and programs; generate reports as required
- Assemble, summarize, arrange, and prepare materials for reports and presentations
- Assist with the bidding process, including documenting public bid openings, scanning and filing bid proposals, and sending bidding process results
- Type, proofread, and assemble materials for distribution and publication
- Requisition, receive, and monitor office supplies
- Work with school financial secretaries to reconcile school activity fund (SAF) accounts monthly
- Prepare IRS W-9 forms for school district
- Participate in supervisor approved, job-related professional development opportunities
- Make credit card payments for approved invoices and for employees’ job-related travel arrangements
- Perform district receptionist duties on a rotating basis (typically 1-2 days per month)
- Comply with board policies and administrative procedures
- Receive visitors, give information, and answer questions requiring knowledge of Board of Education rules, regulations, and procedures
- Answer and place telephone calls
- Schedule appointments and conferences
- Distribute incoming and outgoing mail (serve as a back-up for the mail room)
- Interact well with co-workers and provide outstanding customer service
- Comply with all related federal, state, and local laws, regulations, and policies
- Thinks, concentrates, and interacts positively with others
- Comes to work promptly every day
- Works flexible hours as necessary
- Works under stress and meets all deadlines
OTHER DUTIES:
(Duties listed are not intended to be all inclusive nor limit duties that might reasonably be assigned.) Performs other tasks as required or assigned by the departmental supervisors
PHYSICAL DEMANDS:
Work is performed in a typical office environment and may require minimal lifting. Position requires significant periods of sedentary work using a computer, monitor, and mouse, but may also include periods of standing and walking.
UNUSUAL DEMANDS:
None
TERMS OF EMPLOYMENT:
Twelve (12) month position and salary applied to the current salary schedule for support employees (Grade 17). All employees are encouraged to have automatic payroll deposit.
FLSA STATUS:
Non-exempt
EVALUATION:
Performance will be evaluated annually in accordance with the policy on evaluation established by the Calvert County Public Schools.
EFFECTIVE DATE OF POSITION:
Immediate Vacancy
APPLICATION PROCEDURE:
This posting will remain open until filled.
All applicants please apply through the applicant tracking system located on the Calvert County Public Schools’ website – www.calvertnet.k12.md.us.
References must be directly related to education experience and must include immediate supervisor.
Prior to the filling of any vacancy, permanent employees who have requested a transfer in a timely manner shall be afforded an opportunity meet with the supervisor of the position for which the vacancy exists.
State law requires that anyone hired after October 1, 1986, who will have contact with school children, must be fingerprinted and submit to a criminal background investigation. Federal law requires that a new employee must complete the Employment Eligibility Verification (Form I-9) in person before beginning employment. Employment is conditional upon successful completion of a drug screen. Current employees of the Calvert County Public Schools are exempt from these requirements.
House Bill 486 – Child Sexual Abuse and Sexual Misconduct Prevention Statement
Pursuant to Section 6-113.2 of the Education Article, Annotated Code of Maryland - House Bill 486 - Child Sexual Abuse and Sexual Misconduct Prevention, all applicants are required to report all former employment where direct contact with minors may have occurred. The applicant must submit the contact information of the current employer, all former school employers, and all former employers not school related. Applicants should also include contact information for organizations where the applicant has volunteered, coached, mentored, tutored or otherwise had direct contact with minors.
Nondiscrimination Statement
Calvert County Public Schools does not discriminate on the basis of race, color, religion, sex, age, ancestry or national origin, familial status, marital status, physical or mental disability, sexual orientation, gender identity and expression, or genetic information or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following persons have been designated to handle inquiries regarding the non-discrimination policies:
- Director of Student Services
- Director of Human Resources
443-550-8000
For further information on notice of non-discrimination, visit the Office for Civil Rights Complaint Assessment System at: https://ocrcas.ed.gov or call 1-800-421-3481.
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Anti-sexual, Anti-racial and Anti-disability Harassment Statement
Discrimination can manifest itself in behaviors such as bullying, harassment, or intimidation of individuals.
Calvert County Public Schools does not tolerate any form of harassment including, but not limited to, sexual, racial, or disability. Any individual (student, employee, or community member) who believes that he or she has been subjected to any form of harassment is encouraged to report the allegation of harassment.
Students, parents and community members may report allegations of harassment to:
Ms. Cecelia Lewis
Director of Student Services
Calvert County Public Schools
1305 Dares Beach Road
Prince Frederick, MD 20678
Employees may report allegations of harassment to:
Mr. Zachary Seawell
Director of Human Resources
Calvert County Public Schools
1305 Dares Beach Road
Prince Frederick, MD 20678
Calvert County Public Schools is committed to conducting a prompt investigation for any allegation of harassment. If harassment has occurred, the individual will be disciplined promptly. Disciplinary actions for students found to have engaged in any form of harassment may result in suspension or expulsion. Disciplinary actions for employees found to have engaged in any form of harassment may result in suspension or termination.
Calvert County Public Schools encourages all students, parents, employees, and community members to work together to prevent any form of harassment.
For further information on notice of non-discrimination, visit the Office for Civil Rights Complaint Assessment System at: https://ocrcas.ed.gov or call 1-800-421-3481.
Salary : $25 - $32
