Financial Secretary / Data Manager

Starting April, ending 6/2/2025

Effective July 1, 2025 - Becomes 12 month, 8 hours a day

Full time with benefits

GENERAL STATEMENT OF JOB

Under direct supervision performs routine clerical, secretarial, and general office assistance duties in support of school level staff and or district. Utilizes the computerized student information system to enter, store and/or retrieve information as requested or as necessary. Selects data from varied sources, and summarizes information for standard reports, including preparing reports for submission to building administrators, school system administrators, and the NC Department of Public Instruction as required or requested, ensuring delivery in a timely manner.

Employee is responsible for performing routine clerical tasks in the operation of standard office equipment, processing of student records and forms requiring the limited application of office procedures and local and state rules and regulations within established guidelines. Employee is also responsible for answering the telephone, data manipulation through various computer driven word processing, spreadsheet and file maintenance programs are often essential duties. Reports to principal and assistant principal, as well as district finance executive director and Student Information Systems Director.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Answers incoming telephone calls and routes them to the proper person or department; answers questions regarding the routine matters; performs routine clerical and typing duties as time permits.

Financial secretary manages accounts receivables and payables and employee timesheets according to established procedures.

Makes simple arithmetic calculations manually or by use of a calculating machine according to established methods.

Transcribes information onto forms, processes letters, memoranda, reports, tabulations, statements, various card records, and other materials from rough draft or detailed instructions.

Operates copying machines, adding machines, personal computers, and other office equipment.

Performs a variety of technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance, demographic information, school enrollment and withdrawal, class schedules, student incident data, report cards, test scores, contact information, etc., at an assigned school.

Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs which are part of the student information system to develop and maintain records of student attendance, class schedules, grades, demographic information, immunizations, etc., and to generate deadline driven federal, state, andlocal reports.

Employee is responsible for reviewing forms and handwritten information, and entering data in proper computer files, often utilizing specialized codes and abbreviations; updating files on a daily basis; and maintaining student records and reports on network drive.

Employee is also responsible for troubleshooting errors or other operational problems with computers and peripheral equipment, and preparing various correspondence and forms.

Attends seminars, conferences, workshops, and classes, etc., as appropriate to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on the use of the student information system.

ADDITIONAL JOB FUNCTIONS

Provides accuracy in student attendance data while creating tardy lists, early leave lists, and preparing correspondence to students' parents to advise of excessive absences per established policies.

Maintains computer records of students' scores on state mandated tests and standardized tests and provides files to be used in school accountability.

Prepares and maintains records of exceptional students being served by school, including student's enrollment and personal data, and specific disability of individual students.

Facilitates transfer of student information between schools.

Provides information and/or training to school staff on the use of the student information system and application of the data from the system.

Assists teachers and principals with scheduling process.

Composes correspondence, prepares forms and types other materials, assuming responsibility for spelling, punctuation, grammar, and format.

Performs other related work as required.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school or GED and 1 to 2 years of experience in clerical work involving the use of computer-driven database, word processing, spreadsheet, and file maintenance programs; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Communication skills including confidentiality and discretion.

Ability to work independently with limited supervision or with provided data.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Must be physically able to operate a variety of equipment including computers, copiers, laminators, etc. Must be able to exert a negligible amount of force constantly to move objects. Physical requirements are consistent with those for Sedentary Work.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from superiors.

Language Ability:

Requires the ability to read a variety of correspondence, reports, forms, student records, etc. Requires the ability to prepare correspondence, simple reports, forms, etc., using prescribed format.

Intelligence:

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; and to determine percentages and decimals.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity:

Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication:

Requires the ability to talk and hear : (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of common word processing, spreadsheet, and file maintenance programs. General knowledge of the principles of organization and administration.

Ability to type accurately at a moderate rate of speed.

Ability to maintain logs and records and to develop reports from those records. Ability to understand and follow oral and written instructions.

Ability to maintain schedules.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.