Lead Secretary/Bookkeeper 12 Month

Lead Secretary/Bookkeeper

Summary

Under general supervision, serves as the office manager/bookkeeper of a middle school as well as the personal and confidential secretary to the school principal.  In addition to welcoming students, parents, and staff to the office/school, the Secretary is responsible for maintaining accurate financial records at the school level.  Reports to the school principal.

Qualifications

• Must have a high school diploma
• Preference is given to an Associate's degree in secretarial science and/or bookkeeping; or an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the job functions.
• Evidence of good written and spoken communication skills.
• Ability to effectively present information in one-on-one and small group situations
• Ability to write simple correspondence

Essential duties and responsibilities

• Screens office visitors and telephone callers
• Maintains accurate financial records of all individual school accounts in compliance with applicable laws and Board policies
• Maintains and records all employee leave information for payroll and benefits purposes
• Prepares purchase orders, invoices, and payroll
• Prepares checks and processes for mailing
• Prepares sales tax reports, financial reports, and 1099 reports
• Examines and prepares reimbursement requests for travel expenses
• Responsible for the collection and receipt of all student fees and funds
• Maintains checking accounts and makes bank deposits
• Maintains fixed assets records and prepares reports
• Assists in a variety of school operations; performs special projects and assignments as requested, and prepares reports
• Suggests procedures for improved office efficiency 
• Responds to general inquiries or requests 
• Gather, assembles, and summarizes information and data 
• Schedules and arranges transportation for field trips 
• Sorts and delivers mail to employees 
• Makes bank deposits daily
• Uses general office machines such as copiers, calculators, etc 
• Ability to maintain confidentiality
• Performs other related duties as assigned by the school principal.

Physical environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be physically able to operate a variety of equipment including computers, copiers, etc.  Must be able to exert up to 20 pounds of force frequently; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be adaptable to performing under stress and when confronted with emergency situations.  There may be changing priorities and interruptions during the workday.  

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people, or things.

Requires the ability to speak and/or signal people to convey or exchange information.  Includes giving instructions, assignments, or directions to subordinates or assistants.

Requires the ability to read a variety of correspondence, reports, forms, articles, proposals, contracts, etc.  Requires the ability to prepare correspondence, reports, forms, evaluations, policies, etc. using prescribed formats.

Requires the ability to maintain confidentiality

Requires the ability to record and deliver information, explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in a variety of technical or professional languages.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.