OSA II - Financial Secretary/Data Manager @ Cherryville Elementary

Definition

Under general supervision, an employee in this class performs clerical, technical, and administrative support duties in a school. Work is differentiated from level one because of the variety of tasks, the knowledge and skills required, the range and scope of contacts, and the independence of action. Work requires a broader understanding of office operations, but once learned, the tasks are performed independently. Unusual situations or precedent-setting situations are referred to higher-level supervisors. The employee is expected to resolve problems of medium difficulty with little assistance and limited supervision.

Duties and Responsibilities

• Utilizes, maintains, prepares, and troubleshoots hardware and software databases pertaining to student attendance, class schedules, grades, demographic statistics, immunizations, and demographic statistics.

• Enters, stores, and/or retrieves information as requested or as otherwise necessary.

• Develops remedies to identified program deficiencies or operational failures.

• Prepares daily back-up copies of records.

• Posts information to departmental records according to standard procedures.

• Answers questions regarding routine matters.

• Makes arithmetic calculations manually or by use of a calculator according to established methods.

• Reviews, transcribes, composes, prepares, and/or completes information onto forms, permits, notices, letters, memoranda, reports, tabulations, statements, various card records, and other materials from rough drafts or detailed instructions, assuming responsibility for spelling, punctuation, grammar, and format.

• Processes, sorts, checks for accuracy, and files applications, purchase requisitions, travel expenses, incoming and outgoing mail, and other routine documents in accordance with established systems.

• Maintains receipt books and routine office records relating to accounts, inventories, payrolls, and statements related to these records.

• Receives standardized reports and compiles data into a summary or consolidated form.

• Selects data from varied sources, and summarizes information for standard reports, including preparing reports for submission to school administrators and NC Department of Public Instruction, as required or as requested, ensuring delivery in a timely manner; records various files on diskettes for delivery to appropriate officials or offices.

• Prepares and maintains computer records of daily student attendance, utilizing computer-driven scanner to enter data from submitted forms; reviews late-arrival forms; and, reconciles with absences to create "tardy" lists; reviews check-out forms, and reconciles with absences to create "early leave" lists; enters codes into files to indicate individual students' excuses for absences; prepares correspondence to students' parents to advise of excessive absences, according to established policies.

• Prepares and maintains a database of student enrollment, recording such data as students’ names, addresses, parents or guardians, gender, race, immunization records, grade of assignments, class schedules, grades, school bus assignments, lunch period assignments, medical needs, emergency contacts, etc.

• Prepares periodic statistical reports; records students' withdrawal from school enrollment, recording reasons for withdrawal and students' plans, as available, and preparing periodic statistical reports; prepares and maintains daily backup records.

• Records student suspensions.

• Prepares and maintains records of exceptional students being served by the school, including student's’ enrollment and personal data, and specific handicap(s) of individual students.

• May compare various data against data in secondary or previously used information systems, contacting such officials as necessary to resolve discrepancies.

• Performs routine maintenance on computers and peripheral equipment, such as adding paper and toner, replacing ribbons, cleaning, etc.

• Attends seminars, conferences, workshops, classes, lectures, etc., as appropriate, to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on the use of the HOME BASE system.

• Reconciles manual and computer reports monthly.

Additional Job Functions

• Assists teachers and principals with scheduling projects.

• May serve on various school and/or school system committees, attending meetings, and participating in other activities of such groups as appropriate.

• May assist in answering telephones and greeting visitors, receiving inquiries and providing information or referring callers to proper officials, as appropriate; records and relays messages, as appropriate.

• Performs a variety of minor administrative tasks in relieving a supervisor of office details.

• Performs a variety of clerical duties.

• Prepares payroll, purchase orders, invoices, and budgeting functions.

• Occasionally develops or revises procedures for non-complex work.

• Performs duties with limited supervision.

• Performs related work as required.

• Other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of modern office practices and procedures.

• Ability to communicate effectively in person and by telephone, and electronically with a wide audience.

• Ability to be tactful and courteous.

• Ability to operate a variety of common office machines.

• Ability to understand and follow oral and written instructions and procedures.

• Ability to file records and reports in proper sequential order.

• Ability to establish effective working relationships with supervisors, students, parents, coworkers, and the general public.

• Ability to function successfully in stressful situations and periods of work.

• Considerable knowledge of the operations of the department.

• General knowledge and ability to use correct grammar, spelling, and vocabulary.

• General knowledge of elementary arithmetic.

• General knowledge of common word processing, spreadsheet, and file maintenance programs.

• General knowledge of the principles of organization and administration.

• Ability to transcribe information and prepare standardized forms, letters, and reports from that

information.

• Ability to sort and distribute documents.

• Ability to maintain complete and accurate records and to develop standard reports from those records.

• Ability to respond to questions based on considerable knowledge of the department.

• Ability to type accurately at a moderate rate of speed.

• General knowledge of Home Base (school-based).

• Ability to handle high-volume times and events.

Physical Requirements

• Must be able to physically perform the basic life operational functions of stooping, crouching, reaching, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.

• Must be able to perform sedentary work exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently up to 10 pounds or constantly to lift, carry, push, pull, or otherwise move objects.

• Must possess the visual acuity to prepare and use fingers to operate a computer terminal and other office equipment, and do extensive reading.

• Must be physically able to operate a variety of office machines.

Minimum Education and Experience

• Minimum high school graduate or equivalent.

• Minimum of two years of post-secondary business/office education preferred.

• Minimum three years of office experience; school setting preferred.

• Knowledge of certain software database preferred.

• Financial experience required.

• Computer skills required (demonstration may be required if interviewed).

Reports To: Principal/Administrator

Classification: Non-Exempt

Salary: Entry level, Grade 57, Step 00

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform this job.

If offered a position, the prospective employee must pass a required health exam, criminal records check, and drug test.

Qualifications