Fiscal Secretary - Food and Nutrition Services

POSITION: Fiscal Secretary Food and Nutrition Services

REPORTS TO: Director of Food and Nutrition Services

LOCATION: Food and Nutrition Services

NATURE OF WORK:

This is a highly skilled secretarial position. The employee performs secretarial work of considerable difficulty, typically works independently, and assumes a major segment of the office work. The work is performed under the direction of the Director.

ESSENTIAL FUNCTIONS:

• Ability to professionally relate to and collaborate with co-workers, students, and community members
• Ability to understand and maintain confidentiality
• Ability to use technology effectively to complete tasks
• Ability to report to work daily and on time
• Ability to organize, supervise, coordinate and establish priorities of tasks to be completed
• Ability to work independently in the absence of detailed instructions and to follow complex oral and/or written instructions
• Ability to communicate courteously and tactfully with staff, students, parents, and the community in a timely manner
• Ability to work under pressure
• Possess excellent time management skills and the ability to take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment and be flexible in work responsibilities and hours
• Possess knowledge of the programs, policies, and procedures of the St. Mary’s County Public School System

DUTIES AND RESPONSIBILITIES:

• Prepares and distributes correspondence, bulletins, reports, newsletters, brochures, agendas, and forms, as required and maintains appropriate files
• Prepares and maintain fiscal records
• Analyzes data from requisitions, invoices, and other reports for accuracy and completion by matching, reconciling, and verifying data with tracking software
• Provides and updates the Director with important items such as budget reports
• Prepares budget transfers for the Director
• Handles payroll and leave forms for staff
• Coordinates the purchasing of office equipment and supplies
• Arranges meetings and prepares paperwork for the Director
• Fills out and submits work orders for the Department
• Assists with securing food service substitutes for kitchens when necessary
• Controls access to food and nutrition services credit cards and keys
• Handles and processes invoices for purchases from various food service vendors; requisitions for the department
• Assists with processing of meal benefit applications
• Prepares student account refunds and transfers
• Monitors the food service general email account, responds to general inquiries, and distributes to appropriate central office personnel
• Prepares memos and letters at the direction of the Director
• Coordinates and communicates with various departments and schools
• Communicates with parents, staff, and other necessary parties in a calm and respectable manner
• Schedules appointments and arranges conferences
• Updates and organizes files and folders such as Board of Education policies and regulations
• Performs other related and non-related job duties as assigned

QUALIFICATIONS:

Required:

• High school diploma or GED
• Three (3) years of secretarial or general office experience
• Passing score on a proficiency exam conducted by SMCPS (applicants must establish proficiency prior to accepting employment)
• Pursuant to the Federal Fair Credit Reporting Act and the Maryland Department of Labor and Licensing, a credit report or credit history for the purpose of consideration of employment with St. Mary’s County Public Schools will be required in this fiduciary position

TERM OF EMPLOYMENT:

Full-time twelve-month position.

SALARY GRADE RANGE:

The salary for this position will be based on EASMC-ESP salary schedule for 12-month 7-hour employees – Range 16

BARGAINING UNIT ELIGIBILITY: EASMC-ESP

Updated 07.2024