Secondary School Secretary​/Bookkeeper

Job Title

Secondary School Secretary/Bookkeeper

Salary Class

SC 20

Location

Compass Academy

PCS Code

086000

Reports To

Director of Student Support Services and Building Administrator

Position Type

Full-Time/Non-Exempt

General Statement of Job

The Secretary/Bookkeeper supports the daily operations of the assigned location by performing financial recordkeeping, clerical and front office duties, and coordinating communication and services for staff, students, and families at Compass Academy. This position also provides administrative support to the Director of Student Support Services and the Coordinator of Clinical Services.

Specific Duties and Responsibilities
Financial & Bookkeeping Responsibilities

• Enters purchase requisitions and maintenance requests.
• Submits IT requests as needed.
• Shops for monthly student incentives and other approved school needs.
• Processes equipment and supply orders and financial claims.
• Maintains and updates inventories, property files, and records when required.
• Prepares, analyzes, reviews, and reconciles financial accounting reports and data for management, state, and federal agencies.
• Processes a variety of forms and reports to ensure the proper accountability of funds.
• Examines documents for compliance with District policies and federal, state, and local laws and regulations.
• Computes, monitors, and verifies salaries for payroll, invoices, purchase orders, bills for service, and other financial data.
• Posts debits and credits to appropriate accounts and maintains accurate bookkeeping records.
• Receives, records, and deposits cash receipts; balances accounts and bank statements.
• Assists with special budgeting tasks, year-end financial reports, and financial statements.
• Compiles financial data for comparisons, forecasting, and analysis.
• May perform specialized accounting duties such as property inventories, maintaining capital project accounts, or preparing accounts payable/payroll checks.
• May establish and set up account codes as needed.

Clerical, Administrative, and Secretarial Duties

• Answers the main telephone line; screens callers; routes visitors and inquiries appropriately.
• Monitors the front door and greets, screens, and announces visitors.
• Performs receptionist duties with professionalism and confidentiality.
• Composes and types memos, letters, reports, and correspondence for supervisor's signature.
• Takes and transcribes notes or meeting minutes when required.
• Performs general clerical tasks including typing, copying, filing, collating, processing forms, maintaining files, and managing mail.
• Schedules appointments, maintains supervisor calendars, and assists with arranging meetings or special events.
• Processes travel arrangements and travel forms for departmental staff.
• Researches, gathers, and organizes data for supervisor use.
• Assists with special projects as assigned.

School-Based Therapist Related Duties

• Manage SBT travel expenses for yearly conferences (SSBHC, NAMI, Building Brighter Days, occasional Low Country MH Conference).
• Process SBT coordinator travels for additional meetings as needed.
• Purchase ink and SBT software annually and as needed.
• Manage supply needs for coordinator and school-based therapists.
• Handle purchasing/purchase orders for SBT meeting supplies, Walmart purchases, and luncheons (4-5 times yearly).
• Complete the monthly SBT Department Data Report for the Coordinator and Carenova.

Student, School, and Parent Support

• Monitors student arrivals, including metal detector screening and wand checks.
• Communicates daily with secondary schools regarding student attendance.
• Maintains student files including parent contacts, transportation updates, and required documentation.
• Coordinates distribution, collection, and filing of permission forms, surveys, and related materials for staff or therapeutic partners.
• Completes daily updates of behavior data tracking; copies and distributes behavior notes to staff.
• Maintains daily/weekly/monthly student use forms.
• Assists with building-wide parent communications including flyers, letters, and emails.
• Coordinates parent academy needs including purchases, catering, setup, and materials.
• Communicates with transportation on all daily changes.

Interpersonal & Communication Expectations

• Interacts effectively with:
• Supervisors
• District and school administrators and staff
• Students, parents, and visitors
• State and federal agency representatives
• Vendors, sales representatives, and service personnel
• Members of the public

Additional Duties:

• Performs related duties as required.

Essential Functions

Physical Requirements:

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Must be able to lift and/or carry weights of five…