Secretary/Bookkeeper

JOB PURPOSE

Under limited supervision, performs various routine-to-complex secretarial, bookkeeping and clerical work to ensure efficient and effective office operations. Provides assistance to supervisor, co-workers, students and the general public as required. Reports to the Principal.

ESSENTIAL JOB FUNCTIONS

Assists supervisor and other department staff by performing a variety of secretarial and clerical duties, which may include but are not limited to composing routine reports and correspondence, preparing reports and correspondence from dictation, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings and maintaining calendars, maintaining computer record-keeping operations, establishing and maintaining filing systems, making travel arrangements, etc.

Attends meetings as required; records, transcribes, prepares and distributes meeting minutes; prepares meeting agendas.
Prepares, types, copies, files, transmits and/or mails various routine and confidential letters of correspondence, forms, records and reports.

Performs routine clerical duties as necessary, including copying and filing documents, collating materials, faxing information, maintaining logs and mailing lists, processing mail, ordering supplies, etc.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Greets office visitors and performs customer/public service duties as required.

Procures, controls and monitors school supplies and equipment; maintains central supply room.

May perform various other bookkeeping duties, including but not limited to assisting with budget preparation, maintaining accounts receivable/payable, preparing financial reports, processing invoices and requisitions, processing reimbursement requests, collecting and depositing various fees and funds, balancing accounts, maintaining fixed asset records, processing Worker’s Compensation claims, etc.

Performs computer data entry to record and retrieve information; generates computer reports as required.

Maintains student and teacher records with completeness, accuracy and confidentiality.

May coordinate with vendors for school pictures, i.d. cards, and other special projects or opportunities.

Responds to inquiries and requests for assistance from school personnel, parents, other districts and agencies, and the general public.

Receives, reviews, prepares and/or processes various documents, which may include school records, student records, teacher records, invoices, inventory records, spreadsheets, deposit slips, attendance records, work orders, budget documents, requisitions and other procurement documents, schedules, newsletters, meeting agendas and minutes, various reports, various logs and lists, various forms, memos, correspondence, etc.

Operates and maintains a variety of equipment, which may include a computer, printer, scanner, typewriter, copier, fax machine, telephone, two-way radio, laminating machine, security equipment, audio-visual equipment, calculator, folding machine, postage machine, etc.; uses clerical, computer and bookkeeping supplies; uses first aid and other health room supplies.

Interacts and communicates with a variety of individuals and groups, which may include the immediate supervisor, other District administrators and staff, school personnel, students, parents/guardians, sales representatives, various outside organizations and professionals, and the general public.

Assists with special meetings, projects, programs and events as requested.

Runs errands as requested.

May perform special duties as related to assigned school.

Maintains clean and orderly work areas.

Performs related duties as required.

QUALIFICATIONS

Requires Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in secretarial science or related field, supplemented by one to two years of responsible secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type with speed and accuracy. Must possess a valid state driver’s license.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

Unless reasonable accommodations can be made, while performing this job the staff member shall:
WORK PLACE EXPECTATIONS

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. The Colleton County School District is an Equal Opportunity Employer.

APPLICATION PROCEDURES

External applicants must complete a District application online.

Internal applicants must complete the internal application online and submit a cover letter and resume to the Office of Human Resources.