Secretary/Bookkeeper

JOB SUMMARY

This position manages the operations of the school's administrative and main offices and its staff. Ensures that the school office and related administrative activities, such as bookkeeping and clerical functions such as data entry, typing, filing, recordkeeping, maintaining budgets, and compiling information and reports are conducted in accordance with established policies and procedures, makes decisions involving office routine and procedures, performs more difficult and complex work, and leads and trains other office staff.

DISTINGUISHING CHARACTERISTICS

This job has no supervisory responsibilities.

ESSENTIAL JOB FUNCTIONS

• Provides support for the principal by scheduling appointments, handling telephone calls, reading and distributing incoming mail, responding to inquiries, preparing/composing responses, and following through on administrative tasks.
• Supervises front office staff, scheduling work, monitoring its completion, and organizing coverage in emergency situations.
• Maintains employee evaluation systems records and related documentation per principals directions.
• Manages and processes payroll and monitors leave requests and substitute teacher assignments.
• Processes confidential documents, records, and evaluations.
• Participates in school security situations, including the local school crisis plan.
• Serves as a member of the Emergency Response Team by providing support to administrators or designee in charge during all types of school emergencies.
• Handles primary responsibilities for summer workload, activities, and preparation for the opening of school.
• Manages financial transactions and maintains travel records.
• Supports summer school activities, providing support for teachers, students, and parents.
• Provides guidance to staff on personnel policy and procedural issues.
• Serves as point-of-contact for parent-teacher group, partnership programs, and community groups.
• Provides guidance and direction to students on a variety of office-related issues during the school day.
• Participates in development and maintenance of the master calendar and related schedules.
• Orients new staff to office procedures and practices as well as assists in providing school materials.
• Provides general and specific information and guidance to a variety of stakeholders.
• Maintains administrative records and files and provides for a high degree of confidentiality and discretion in all work produced.
• Performs other duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma or equivalent; Associate’s degree preferred. Two (2) years of progressively responsible secretarial and office experience, of which must be at the School Secretary I or equivalent level. Must be technologically adept and literate. Or an equivalent combination of education, experience, and/or training that provides the required knowledge and abilities.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of modern office practices and procedures.
• Knowledge of office management, standard records procedures, and business English.
• Computer knowledge and proficiency to include multiple word processing, spreadsheet, and financial record systems.
• Excellent problem-solving, organizational, communications, and interpersonal skills.
• Ability to handle multiple tasks simultaneously, independently, and proactively.
• Ability to meet deadlines.
• Ability to maintain confidential and important operating records and prepare reports from such records.
• Ability to compose letters and other correspondence in response to inquiries.
• Ability to deal effectively and courteously with the school community.
• Ability to exercise sound judgment and discretion in applying and interpreting school policies and procedures.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

N/A

Salary/Terms/Benefits:

1. 225 day work year; 8 hours per day
2. Salary: Grade 45: Hourly (placement on salary schedule based on years or experience). Up to ten (10) years allowed. The stated salary range reflects the opportunity for pay over the course of the employee’s tenure. The top pay is not a potential starting salary.
3. Excellent benefits package (including health, dental, vision, and life insurance; employee assistance program); personal and sick leave; membership in State Retirement System.

APPLICATION REQUIREMENTS

1. Complete an online application.
2. Submit professional certificates, transcripts, and three (3) professional evaluations and/or reference letters respective to this position.
3. Submit a resume and cover letter.
4. Incomplete applications may not be considered.

Consideration/interviews will begin as soon as a list of applicants is established. Applications/resumes will be evaluated and only those meeting the qualifications will be considered. Candidates chosen for interviews will be contacted directly. No notification will be sent to applicants except those who are selected for interviews.

BIBB COUNTY PUBLIC SCHOOL SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER

The Bibb County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation so long as the accommodation does not create an undue financial hardship for the district. A complete list of physical demands associated with the position can be obtained from HR