Secretary​/Bookkeeper

Madison County Schools Madison Kindergarten Academy at Mayfield – Richmond, Kentucky

This job is also posted in Madison County Schools.

• Job : 5668750
• Final date to receive applications: Posted until filled
• Posted: Apr 24, 2026 4:00 AM (UTC)
• Starting Date: Jul 1, 2026

This secretary position is a contract for 7 hours per day and 195 days per school year.

Reports To: School Principal or Designee

Exempt Status: Non-Exempt

Approved: January 14, 2016 – Order #

Basic Function: Perform advanced-level secretarial duties requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to appropriate staff; perform routine administrative and clerical details.

• Plan, organize and coordinate activities to relieve the administrator of routine clerical details.
• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.
• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.
• Train and provide work direction to other clerical personnel as assigned.
• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.
• Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.
• Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.
• Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.
• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.
• Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.
• Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.
• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.
• Receive, open and screen incoming mail and independently compose replies according to established procedures.
• Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator as assigned.
• Coordinate communications between supervisor and other District staff and the public.
• Maintains regular attendance.
• Perform related duties as assigned.

• Modern office practices, procedures and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization, operations, policies and objectives.
• Organization, rules, regulations and programs related to an assigned office or function.
• Operation…