Secretary III/Student Activities Clerk

Purpose Statement

The job of Secretary III / Student Activities Clerk is done for the purpose / s of providing administrative and secretarial support to assigned administrative personnel; coordinating activities of assigned administrative personnel; monitoring assigned activities; providing support to department activities with specific responsibility for an arrow of fiscal services for student body and school site activities; conveying and updating fiscal information; ensuring that fiscal practices are followed and disbursement of funds are within proper and legal guidelines; and providing information, recommendations and / or direction as requested by assigned administrator.

This job reports to the Director of Business Services.

Essential Functions

• Compiles and maintains data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, financial information, financial records related to student activities and / or events, etc.) for the purpose of ensuring completeness and availability of records and compliance with financial, legal and / or administrative requirements.
• Assists auditors for the purpose of providing supporting documentation and / or information on internal processes that is required for audit.
• Collects funds from student events (e.g. ticket sales, yearbook purchases, athletic letter distribution, etc.) for the purpose of ensuring the accuracy and timely completion of transactions. Monitors financial procedures with individuals responsible for school site financial operations (e.g. student activities, fund raisers, Bookstore, Athletic Department, student clubs, etc.) for the purpose of providing services within established guidelines.
• Coordinates a variety of projects, functions and / or program components (e.g. meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and / or delivering services in a timely fashion.
• Maintains and prepares a wide variety of manual and electronic documents files, records and financial information (e.g. budget data, employee records, financial records, financial account status, reports, etc.) for the purpose of providing up-to-date information and / or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and / or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and / or creating documentation in compliance with established guidelines.
• Processes documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, purchase orders, check requisitions, etc.) for the purpose of updating and disseminating information, authorizing for action and / or complying with administrative guidelines and / or regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances and financial data for assigned budget categories for the purpose of maintaining accurate account balances and ensuring compliance with establishing accounting practices.
• Researches discrepancies of financial information, personnel information, and other documentation for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.
• Assists in transporting money for the purpose of having the proper funds available at school sites to make change and to complete deposits.
• Represents assigned Administrator in their absence for the purpose of conveying and / or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and / or recommendations and / or addressing a variety of administrative requirements.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and / or facilitating communication among parties.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations / accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities with a high level of accuracy and confidentiality.

Other Functions

Job Requirements : Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are 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; and using Microsoft Office software applications including Word, Excel, PowerPoint and Access; Previous secretarial experience required.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, 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; concepts of grammar and punctuation; office practices and procedures; keyboarding; office equipment and technology; recordkeeping and record retention practices; Associate of Arts Degree preferred.

ABILITY is required to schedule activities, meetings, and / or events; gather and / or collate data; and use basic, job- related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with 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 similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. 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; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions; Ability to accurately type 60 wpm required.

Responsibility

Responsibilities include : working under limited supervision following standardized practices and / or methods; leading, guiding, and / or coordinating others; tracking budget expenditures. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands : some lifting, carrying, pushing, and / or pulling, some stooping, kneeling, crouching, and / or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience Job related experience with increasing levels of responsibility is desired.

Education High school diploma or equivalent. AA Degree in related field with increasing levels of job experience or five years experience as a help desk support person or technician, preferred.

Equivalency

Required Testing

Certificates

Valid Driver's License & Evidence of Insurability

Continuing Educ. / Training

Clearances

Maintains Certificates and / or Licenses

Required to work some evenings and weekends.

Criminal Background / Finerprint Clearance

FLSA Status : non- exempt Support Staff Salary Schedule : Grade F