- Position Type:
Secretarial/Clerical/Secretary - 12-Months
- Date Posted:
Fairfield Elementary School
$24,898 - $34,547
FAIRFIELD COUNTY SCHOOL DISTRICT, SOUTH CAROLINA
JOB DESCRIPTION, MAY 2011
JOB TITLE: SCHOOL SECRETARY/BOOKKEEPER
GENERAL STATEMENT OF JOB
Under limited supervision, performs various routine-to-complex secretarial, bookkeeping and clerical work toensure efficient and effective office operations. Provides assistance to supervisor, co-workers, students andthe general public as required. Reports to the Principal or other assigned administrator.
SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS
Assists supervisor and other department staff by performing a variety of secretarial and clerical duties, whichmay include but are not limited to composing routine reports and correspondence, preparing reports and correspondence from dictation, researching and compiling data, maintaining inventory of office supplies andequipment, scheduling meetings and maintaining calendars, maintaining computer record-keeping operations,establishing and maintaining filing systems, making travel arrangements, etc.
Attends meetings as required; records, transcribes, prepares and distributes meeting minutes; prepares meeting agendas.
Prepares, types, copies, files, transmits and/or mails various routine and confidential letters ofcorrespondence, forms, records and reports.
Performs routine clerical duties as necessary, including copying and filing documents, collating materials,faxing information, maintaining logs and mailing lists, processing mail, ordering supplies, etc.
Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Greets office visitors and performs customer/public service duties as required.
Procures, controls and monitors school supplies and equipment; maintains central supply room.
May perform various other bookkeeping duties, including but not limited to assisting with budget preparation, maintaining accounts receivable/payable, preparing financial reports, processing invoices and requisitions, processing reimbursement requests, collecting and depositing various fees and funds, balancing accounts,maintaining fixed asset records, processing Worker's Compensation claims, etc.
Performs computer data entry to record and retrieve information; generates computer reports as required.Registers new students.
Maintains student and teacher records with completeness, accuracy and confidentiality.
Makes arrangements for substitute teachers as needed.
Makes daily announcements over public address systems.
May coordinate with vendors for school pictures, i.d. cards, and other special projects or opportunities.
Responds to inquiries and requests for assistance from school personnel, parents, other districts andagencies, and the general public.
May provide instruction and leadership to office assistants, student helpers and others as assigned.
Receives, reviews, prepares and/or processes various documents, which may include school records, student records, teacher records, invoices, inventory records, spreadsheets, deposit slips, attendance records, work orders, budget documents, requisitions and other procurement documents, schedules, newsletters, meetingagendas and minutes, various reports, various logs and lists, various forms, memos, correspondence, etc.
Operates and maintains a variety of equipment, which may include a computer, printer, scanner, typewriter,copier, fax machine, telephone, two-way radio, laminating machine, security equipment, audio-visualequipment, calculator, folding machine, postage machine, etc.; uses clerical, computer and bookkeeping supplies; uses first aid and other health room supplies.
Interacts and communicates with a variety of individuals and groups, which may include the immediate supervisor, other District administrators and staff, school personnel, students, parents/guardians, sales representatives, various outside organizations and professionals, and the general public.
ADDITIONAL JOB FUNCTIONS
Assists with routine health room duties as required; calls parents/guardians regarding student health as necessary.
Monitors students in cafeteria and during other activities as requested.Signs students in / out.
Assists with special meetings, projects, programs and events as requested.Runs errands as requested.
May perform special duties as related to assigned school.
Maintains clean and orderly work areas.
Performs related duties as required.
MINIMUM TRAINING AND EXPERIENCE
Requires Associate's degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in secretarial science or related field,supplemented by one to two years of responsible secretarial experience, or an equivalent combination ofeducation, training and experience that provides the required knowledge, skills and abilities. Must be able to type with speed and accuracy. Must possess a valid state driver's license.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements:Requires sedentary work that involves walking or standing some of the time andinvolves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.
Data Conception:Requires the ability to compare and/or judge the readily observable, functional, structuralor compositional characteristics (whether similar to or divergent from obvious standards) of data, people orthings.
Interpersonal Communication:Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisor.
Language Ability:Requires the ability to read a variety of policy and procedure manuals, computer manuals,reference materials, etc. Requires the ability to enter data into computer and prepare reports, correspondence, budget documents, etc., with proper format, punctuation, spelling and grammar, using allparts of speech. Must be able to speak with poise, voice control and confidence and to articulate information to others.
Intelligence:Requires the ability to apply rational systems to solve practical problems and deal with a varietyof concrete variables in situations where only limited standardization exists; to interpret a variety of instructionsfurnished in oral, written, schedule, mathematical or diagrammatic form. Requires the ability to make independent judgments in the absence of supervisor; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic office machinery functions.
Verbal Aptitude:Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently with students, parents, staff,and with persons of varying educational and cultural backgrounds.
Numerical Aptitude:Requires the ability to add and subtract totals, to multiply and divide, to determinepercentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
Form/Spatial Aptitude:Requires the ability to inspect items for proper length, width and shape, and visuallyread various information.
Motor Coordination:Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.
Manual Dexterity:Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination:Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament:Requires the ability to deal with people beyond giving and receivinginstructions. Must be adaptable to performing under moderate stress when confronted with an emergency ortight deadline. The worker is subject to tension as a regular, consistent part of the job.
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 hear and understandcommunications through a telephone.
Knowledge of Job:Has thorough knowledge of the methods, policies and procedures of the School Districtpertaining to specific duties of the School Secretary/Bookkeeper. Is knowledgeable in the laws, ordinances, standardsand regulations pertaining to the specific duties and responsibilities of the position. Has knowledge of the organization of the District and of related departments and agencies. Has the ability to comprehend, interpretand apply regulations, procedures and related information. Has thorough knowledge of modern officepractices, procedures and of business English and arithmetic. Is able to compose letters and memorandawithout dictation. Is able to type and enter computer data with speed and accuracy. Is skilled in applying aresponsible attention to detail as necessary in preparing reports and correspondence. Is able to read andinterpret professional, technical and financial documents and related materials pertaining to the responsibilities of the job. Is able to maintain records with accuracy and confidentiality. Has knowledge of the basic principlesand practices of bookkeeping. Has skill in the use of computers for data processing, word processing andrecords management. Knows how to operate and maintain a variety of office equipment as necessary in the