JOB TITLE: SCHOOL SECRETARY/BOOKKEEPER

 

GENERAL STATEMENT OF JOB

 

The School Secretary/Bookkeeper is responsible for managing all customers (both internal and external) who present themselves at the school’s front office. This includes providing information and directing customers to other appropriate offices, announcing their arrival to administrators and applicable staff, and overseeing the sign-in/sign-out sheet. The School Receptionist will greet and interact with visitors to the school in a positive and professional manner, including in person, on the phone and in writing. Reports to the School Principal. The School Secretary/Bookkeeper assures the smooth and efficient operation of the Building Principal’s Office and completes all the detail and written work that is essential to ensure the efficiency and effectiveness of the Building Principal’s Office.  Reports to the Principal

 

 

SPECIFIC DUTIES AND RESPONSIBILITIES

 

ESSENTIAL JOB FUNCTIONS

 

• Reads incoming material and sort it according to specific file system in use.
• Clears files at designated intervals under the supervisor’s directions. 
• Maintains a log of visitors to the school. 
• Files correspondences, invoices, cards or other records in manner as prescribed by the building principal. 
• Welcomes visitors and arranges for their comfort. Screen unexpected calls in accordance with building procedures. 
• Maintains schedules of appointments, conferences and interviews in accordance with building procedures. 
• Performs all bookkeeping and record keeping tasks in accordance with building procedures. 
• Orders and maintains supplies as needed in accordance with building procedures. 
• Places and receives telephone calls and records messages in accordance with building procedures. 
• Maintains a filing system, as well as a set of locked confidential files. Process incoming correspondence as instructed in accordance with building procedures. 
• Obtains, gathers and organizes pertinent data as needed onto usable form.
• Transcribes dictation of various types, including correspondence, reports, notices and recommendations in accordance with building procedures. 
• Types a variety of materials such as letters, student records, reports, memos, monthly statements from rough drafts or corrected copy as directed by building principal. 
• Operates computers, word processors, copiers and facsimile as directed by building principal. 
• Performs various other office and financial duties as assigned by the building principal.
• Maintains a complete and systematic set of records of building financial transactions in accordance with building and district policy. 
• Record detail of building financial transactions in appropriate journals and ledgers in accordance with building and district policy.          
• Computes and records cash receipts in accordance with building and district policy.
• Prepares and organizes financial reports to reflect building activity accounts in    accordance with building and district policy.
• Organizes and records requisition orders for the building in accordance with building and district policy.
• Maintains familiarity with general information relevant to the Northampton County Schools
• Provides assistance with special projects.
• Carries out additional duties as assigned by the Principal or Assistant Principal.

 

ADDITIONAL JOB FUNCTIONS

 

Performs additional work as requested.

 

 

 

MINIMUM TRAINING AND EXPERIENCE

 

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent
• Proven demonstration of excellent telephone and interpersonal skills
• Proven demonstration of ability to handle multiple tasks simultaneously
• Knowledge of bookkeeping/accounting
• Knowledge of computer usage and modern office
• Effective communication techniques and procedures.
• Establish cooperative relationships in a calm and tactful manner.
• Effectively carry out oral and written directions.
• Any equivalent combination of training and experience that provides the required knowledge, skills and abilities

 

KNOWLEDGE, SKILLS, AND ABILITIES

 

• Ability to effectively greet and welcome visitors to the office in a professional and courteous
• Ability to contact administrative staff as appropriate should situations become difficult when attempting to assist any
• Ability to communicate with various groups of people, including communication with parents, teachers, transportation, administrators and outside agencies
• Ability to adapt to changing work priorities
• Ability to meet deadlines and schedules and independently set priorities
• Ability to work as a team member with colleagues
• Ability to communicate applicable policies and procedures as necessary with general knowledge of the characteristics and components of the District
• Ability to maintain confidentiality in all

 

 

PREFERRED QUALIFICATIONS:

 

• Ability to communicate in Spanish and English
• Ability to use office software and office equipment, including Microsoft Word, Excel, Google, school-related software, copies, and fax machines
• Experience with handling constant interruptions, inflexible deadlines, and changes to normal routines
• Spanish Speaking

 

 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

 

Physical Requirements: Must be physically able to operate a variety of equipment including computers, copies, etc. Must be physically able to operate a motor vehicle. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body. Light work usually requires walking or standing to a significant degree.

 

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards)  of data, people or things.

 

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions to subordinates or assistants.

 

Language Ability: Requires the ability to read a variety of correspondence, reports, forms, articles, proposals, contracts, etc. Requires the ability to prepare correspondence,  reports, forms, evaluations, contracts, policies, handbooks, budgets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.

 

Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.

 

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to give oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including educational and legal terminology.

 

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and to apply the principles of descriptive statistics, statistical inference and statistical theory.

 

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

 

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

 

Manual Dexterity: Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination.

 

Color Discrimination: Does not require the ability to differentiate between colors and shades of color.

 

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.

 

Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone.

 

 

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, any time.