School Secretary​/Bkpr

Administrative Support Position

Under direct supervision, the purpose of the position is to perform school-based duties associated with secretarial functions and providing administrative support, monitoring and maintaining of the school budget, payroll, and internal accounts. Employees in this classification function at a routine clerical/accounting level capacity and prepare correspondence, answer the phone, schedule appointments and workshops, file documents, planning of the budget, record staff attendance, and balance internal accounts.

Employees also procure substitute instructional personnel as needed.

Examples of essential functions include responding to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light. Performing secretarial duties including processing and creating correspondence; performing various record keeping tasks. Answering the telephone; providing information and assistance; screening calls to staff; taking/relaying messages or directing calls to appropriate personnel. Assisting with the preparation and planning of the annual school budget;

preparing and maintaining budgets by department and classroom. Opening, sorting, and distributing incoming mail; preparing outgoing mail. Composing, typing, and proofreading correspondence, letters, memos, and other documents; receiving and reviewing rough drafts for various documents; typing documents and distributing. Monitoring the use of copiers; coordinating maintenance as required; monitoring copier supplies and ordering supplies as needed. Typing requisitions for purchase orders for all purchases;

checking merchandise received and arranging for payment. Issuing and recording petty cash purchases and requisition reimbursements. Recording staff attendance on payroll worksheets, attendance record, and monthly verification time report. Typing payroll exemptions on-line; editing and reconciling exemptions with certificates of absence attendance reports. Updating and issuing sign-in sheets for all staff members; monitoring sign-in sheets for accuracy. Typing staff injury reports;

reporting injuries to insurance providers by telephone and fax; monitoring medical status and attendance in the form of worker's compensation absences, light duty elsewhere, and attendance reports. Recording and monitoring all incoming school and student monies; issuing checks as needed for various accounts, field trips, and other expenses; balancing and maintaining records of accounts; performing bank reconciliation. Preparing principal's monthly report for the internal auditing department;

preparing and making weekly deposits to bank. Procururing substitute teachers as needed through the Substitute Employee Management System. Operating a computer to enter, retrieve, review, or modify data; utilizing word processing, database, and software programs. Operating a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, adding machine, or fax. Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS.

With the support of the district, attending training to ensure skill level in various technologies is at the level required to perform in current position. Responsible for timely and accurate information they maintain as part of their job responsibilities.

Marginal functions while the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. Performs related duties as directed.

Minimum training and experience high school diploma or GED; supplemented by minimum three (3) years previous experience and/or training that includes bookkeeping or clerical work, or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

Performance aptitudes data utilization: requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. Human interaction: requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.

Equipment, machinery, tools, and materials utilization: requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Verbal aptitude: requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information. Mathematical aptitude: requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate…