RIVERVIEW SCHOOL - FINANCIAL SECRETARY

Under direction of the principal or assistant principal, school secretaries perform a wide variety of responsible and complex administrative duties to ensure efficient operation of the school.  

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the principal or assistant principal.

PRIMARY DUTIES

When assigned to any position:

• Perform a wide variety of complex, responsible and confidential duties for the principal or assistant principal.
• Prepare and revise office forms; initiate, organize and maintain complex filing systems and records; ensure all forms are updated and accurate.   
• Provide exceptional customer service to students, staff and visitors at the school, answer school phones and respond to requests of information.
• Word process and proofread a wide variety of reports, letters, memoranda and correspondence.
• Utilize various computer applications and software packages; enter data, maintain and generate reports.
• Support building principal or assistant principal in communications with staff including, but not limited to, weekly bulletins, daily announcements, newsletters, flyers for student distribution and website maintenance; complete mail merges.    
• With direction from the principal or assistant principal, maintain and coordinate multiple calendars to include in the school activities calendar.
• Assign and inventory school and classroom keys and access cards.  
• May be asked to attend meetings and act as recorder for faculty meetings, preparing reports for actions taken and assignments made.
• Sort and deliver mail daily.
• Orient and direct substitute teachers and substitute classified personnel in the school.
• Report to work on time and accurately record time worked.
• Assist the health office when health aide is unavailable or not scheduled.
• Maintain office equipment.
• Other duties as assigned.

Only minimum duties are listed.  Other functions and duties may be required as given or assigned.  In some schools, some of the below duties may be assigned to other office personnel.

Financial Secretary:

1.   Maintain school activity accounts; make bank deposits, reconcile statements and maintain records of balances and disbursements.
2.   Write purchase orders and pay bills.
3.   Maintain all paperwork on file for yearly audit.
4.   Maintain deposit register.
5.   Provide monthly activity account reports.
6.   Track all funds from fund raising events, class fees and building rentals.
7.   Coordinate sales of activity cards and yearbooks.
8.   Processes student accounts payable.
9.   Input and maintain data in district financial operating system; send necessary paperwork to the district office.
10.   Oversee building budgets and work with the principal or assistant principal in budget preparation;  provide principal with monthly budget updates and reports.
11.   Prepare and submit reimbursement requests to District Office.
12.   Purchase office supplies.
13.   Manage and report absence balances for school staff; track and complete substitute teacher reports.  (In some schools, this may be assigned to the student management secretary.)
14.   Process all transportation billings, including reports on allotted miles.
15.   Maintain copier supplies, copy of counts for billings and maintenance contracts.
16.   May schedule building usage and rentals.
17.   Coordinate and assist with athletic scheduling, fee collection, transportation, lodging and officials.
18.   Required attendance at district trainings.
19.   Other duties as assigned.

QUALIFICATIONS

Knowledge of:

English usage, spelling, grammar and punctuation

Modern office procedures and methods

Extensive knowledge of Microsoft Office programs, especially Word and Excel

Principles and procedures or record keeping and retention

Principles of business and letter writing and basic report preparation

Basic mathematical principles

Principles used in clerical accounting and bookkeeping (financial secretary)

Ability to:

Work efficiently with a service oriented attitude under stressful situations with constant interruption

Perform responsible and complex clerical work

Effectively manage time and multiple responsibilities

Interpret and apply District policies and procedures

Monitor and track budget expenditures (financial secretary)

Independently prepare correspondence and memoranda

Initiate projects to improve building operations

Be detailed oriented

Implement and maintain standard filing system

Recognize and diffuse potentially hostile situations appropriately

Work independently in the absence of supervision

Maintain confidential records and reports

Operate and use modern office equipment including a computer and various software packages

Communicate clearly and concisely, both orally and in writing

Establish and maintain effective working relationships with those contacted in the course of work

EXPERIENCE & TRAINING GUIDELINES

Experience:

Three years of complex administrative support.

Training:

Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.

WORKING CONDITIONS

While performing the duties of this job, the employee regularly works inside.  The noise level is usually moderate with many interruptions. Office environment; exposure to computer screens and use of a keyboard.

Physical Conditions:

While performing the duties of this job, the employee is frequently required to sit, walk and stand.    Occasional lifting of 25 pounds or less.

Building secretaries are scheduled to work 185 days and are non-exempt staff.  Principals usually require secretaries to work additional days prior to the beginning and end of school year.