Position: Secretary/Bookeeper

Reports to: Prinicipal

NATURE OF WORK

The school secretary performs a large variety of clerical duties involving interaction with other departments. The school secretary functions as a primary support to the Principal at the school site and has a considerable knowledge of basic office tasks and procedures. The school secretary also serves as the school Treasurer, reporting to the School Finance Officer, and has considerable knowledge of accounting. Work is directed by precedents or board policy. The employee utilizes a large variety of guidelines, some of which may be technical and require interpretation, to analyze facts and determine the correct procedure to use. The employee may develop procedures for nontechnical and non-complex problems, and is expected to resolve problems independently. Errors are generally located only after additional processing, thus requiring several stages of correction, and may be costly to resolve. Often errors are found at the State or Federal level, resulting in lost time and the delay of money or materials. The employee receives general supervision.

ILLUSTRATIVE EXAMPLES OF WORK

• Identifies sources needed and compiles a variety of data.
• Codes data from a complex and/or large number of coding sources.
• Traces and reconciles disagreements in records.
• Maintains a variety of complex ledgers.
• Receives, receipts and deposits all monies on a daily basis.
• Processes purchase orders.
• Processes invoices for payments, writing all checks.
• Keeps all books and accounting records required.
• Reconciles bank statements.
• Submits reports of all financial transactions to the School Finance Officer on a monthly basis.
• Closes out all accounting records at year-end, including year-end schedules and reports as required.
• Responsible for payroll reporting for all staff at the school site on a daily basis.
• Responsible for payroll submission to the district on a prescribed monthly schedule.
• Sets up and maintains files or storage of a large and varied number of subjects.
• Files and retrieves information from an alphabetical, chronological, numerical, or by subject filing
• system.
• Purges files by prescribed procedure.
• Operates large variety of standard office equipment.
• Originates design and layout and types tabular material, charts and statistical materials.
• Locates, identifies and gives out appropriate and accurate information.
• Composes drafts of official minutes, records or policies.
• Composes narrative materials with interpretative information relating to one or few program area(s).
• Other normal office duties and tasks as requested by the principal.

KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge of and ability to use grammar, vocabulary, spelling and punctuation.
• Considerable knowledge of office practices and procedures.
• Considerable knowledge of bookkeeping.
• Some knowledge of accounting techniques and procedures.
• Skill to operate a computer and 10-key calculator.
• Ability to compile and summarize information.
• Ability to access information through a computer network, or from a mini- or main-frame computer.
• Ability to use moderately complex word processing or spreadsheet software programs.
• Ability to reconcile divergent entries.
• Ability to learn, interpret and explain policies, regulation and programs.
• Ability to resolve problem situations.
• Ability to schedule variable work.

SUGGESTED TRAINING AND EXPERIENCE

• Experience supporting a high level administrator or possession of general accounting knowledge with an emphasis on payroll reporting, accounts payable and purchase orders is preferred.

This specification has been designed to represent the general nature and level of work found in positions in this class. As such, it is not intended to contain all of the duties and qualifications required of an employee in a single position (job). Consequently, it is not to be perceived as a position (job) description or as identification of essential functions as required by ADA.