School Secretary/Bookkeeper (Immediate Opening) - Waynesboro Public Schools

TITLE:          SCHOOL SECRETARY/BOOKKEEPER (WAYNESBORO HIGH SCHOOL)

PRIMARY FUNCTION:

Completes all business-related secretarial tasks for the efficient operation of the school.  Independently manages the school’s building finance responsibilities.  Works as a team member with other building office professionals to ensure the efficient operation of the school office.  Collaborates with building principal on building budget and finance practices.   The employee has a high level of knowledge in the area of general office, bookkeeping, and cash handling procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: 

1. Perform all secretarial tasks associated with the assignment
2. Provide secretarial support for building administrators
3. Organize and efficiently accomplish assigned office tasks. Set up and maintain efficient filing systems
4. Format, type, and edit correspondence, memoranda, forms, and reports on computer equipment; compose, duplicate, and distribute materials as needed
5. Keep building principals informed of significant and important items that require their attention or action
6. Clear financial obligations and manage School Internal Fund books and records, including monthly accounting reports to the Director of Finance
7. Process all building purchase orders and manage MUNIS accounts
8. Keep principals, departments, and staff advised of budget allocations and balances
9. Collect and process student fees for building accounts and prepare refund requests
10. Prepare tickets and cash boxes for all school activities
11. Collect and receipt revenues for all student, athletic, and club activities
12. Conduct daily cash deposits for building
13. Attend office, staff, and/or building meetings
14. Know and follow division policies, procedures, and State regulations regarding the use of funds
15. Remain flexible and team-oriented
16. Promote and practice professional growth and development
17. Other duties as may be assigned

QUALIFICATION REQUIREMENTS:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

1. High school diploma or equivalent
2. Formal education in modern business office practices and bookkeeping or recordkeeping
3. Two years of secretarial and/or financial experience. Additional related experience may substitute formal education as deemed appropriate.

CERTIFICATES, LICENSES, REGISTRATIONS

1. Valid Virginia State driver’s license

LANGUAGE SKILLS

Ability to speak or otherwise communicate effectively in the English Language.  Ability to read, comprehend, and interpret documents, schedules, and procedure manuals in English as determined by an assessment.  Ability to write routine reports and correspondence.

MATHEMATICAL SKILLS

Ability to apply concepts of basic mathematics as they apply to general accounting principles and financial recordkeeping.

REASONING ABILITY

Ability to independently solve practical problems and deal with a variety of concrete and abstract variables.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER QUALIFICATIONS, SKILLS, AND ABILITIES

1. Demonstrated ability to remain flexible to change in assignments or situations.
2. Demonstrated ability to work cooperatively and collaborative as a team member.
3. Ability to complete all accounting/secretarial/clerical functions of the department to ensure work is done in an efficient and timely manner.
4. Verifiable effective oral, written, and interpersonal communication skills
5. Verifiable skills and/or abilities in self-direction, self-motivation, sound independent judgment, critical and analytical thinking, and organizational and project time management
6. Demonstrated ability to efficiently perform basic secretarial skills (typing, filing, data entry, and use of basic office equipment)
7. Verifiable computer skills including the use of Microsoft Excel, Word, Access, Outlook, and Internet
8. Knowledge of and the ability to become proficient in the use of electronic receipting software
9. Knowledge of and the ability to become proficient with the MUNIS database as it applies to budget
10. Ability to perform tasks and projects with a high degree of accuracy and attention to detail
11. Ability to work under pressure with constant interruptions, and meet deadlines
12. Ability to compile data and write reports, memos, and letters
13. Ability to maintain a positive attitude at all times
14. Willingness to learn and apply new skills to accommodate a changing work environment
15. Know and follow district policies and procedures
16. Ability to practice ethical and professional standards of conduct, including confidentiality

ADDITIONAL ESSENTIAL DUTIES RELATED TO SPECIFIC AREAS OF SUPPORT

1. Answer phones and assist with front desk receptionist responsibilities when needed. Record and maintain records of incoming telephone calls
2. Access student information from the division database
3. Organize and distribute incoming and outgoing mail for the building

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, and frequently required to walk or stand; lift and carry objects weighing up to 30 pounds a distance of 50 feet; perform repeated pushing and pulling movements; reach with hands and arms; and use the hands to handle, finger, or feel objects, tools, or controls.  The employee will frequently bend or twist at the neck and trunk while performing the duties of this job.  Successful performance requires specific vision abilities that include close vision, distance vision, and peripheral vision.

WORK ENVIRONMENT:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable an individual with disabilities to perform essential functions.

There are no unusual environmental conditions.  Typically, the noise level in the work environment is moderate.

PRIMARY WORKING RELATIONS:

1. Building Administrators
2. Building Department Chairs and Extra Curriculum Advisors
3. General Building Staff
4. Division Accounts Payable Fiscal Clerks & Director of Finance
5. Vendors

REPORTS TO:         Principal

TERMS OF EMPLOYMENT:

Days:               250 days per fiscal year

Salary:             Secretary 12-month 7 hr

Benefits:          Health, VRS, and Annual Leave

The information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position.  The individuals currently holding this position perform additional duties and additional duties may be assigned.

PAY SCALE:     $33,565 to $50,908

Bookkeeper Additive to be applied in addition to this base salary.

EVALUATION:

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on the evaluation of classified personnel.

Evaluated annually by Building Principal.