Secretary III

GENERAL STATEMENT OF DUTIES


Provides administrative secretarial support to Career and Technical Education Center (CTEC) principal and other professional educators/adminstrators as required. The work involves an emphasis on customer service, bookkeeping, data entry and processing, producing documents and marketing materials, and office duties. May involve coordinating the work of other clerical personnel. Requires effective communication (written and oral), strong computer software skills, and ability to handle multiple priorities. Work is performed according to established procedures with considerable latitude for initiative and independent judgment.

ESSENTIAL FUNCTIONS


Maintains program financial records including collecting and receipting for monies, preparing checks for payments, posting receipts and disbursements to accounts, reconciling bank statements and preparing monthly financial statements.

Oversees or carries out the finance and accounting activities related to both student activity and appropriated funds utilizing manual and computer technology.

Maintains required financial controls and serves as advisor to principal or other school administrator regarding procedures, practices, record keeping and reporting requirements; codes and classifies transactions involving distribution of expenditures among classes of accounts.

Composes/replies to correspondence not requiring supervisor's personal attention and may sign supervisor's name to correspondence of a routine nature; maintains supervisor's calendar, coordinates meetings and conferences, scheduling time and place and notifying attendee's; makes travel arrangements; screens supervisor's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to supervisor with pertinent background material; may take dictation and transcribe from dictating equipment.

Prepares required accounts payable documents, preparing checks for principal's signature; performs or assists in the receipt and deposit of funds from various sources.

Carries out related clerical/accounting functions for a special fund or activity; may be assigned major supplies, equipment, or textbooks ordering tasks.

May review outgoing correspondence for accuracy prior to signature by principal or another administrator.

Oversees and participates in the preparation and maintenance of confidential student and personnel files.

Serves as receptionist, greeting visitors, providing information or directions to appropriate office; operates telephone switchboard answering inquires or forwards calls and takes messages; provides general assistance and back-up support to a school or central office secretary.

Performs related duties as required or assigned.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS


Graduation from high school, including or supplemented by courses in keyboarding, record keeping, bookkeeping, and office practices (two years college, junior college business administration/office management course work desirable) and clerical experience, preferably in an education or education related setting. Thorough knowledge of general bookkeeping practices, business English, and modern office practices; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES


Thorough knowledge of business office procedures, general bookkeeping practices, and equipment, business English and modern office terminology and practices; and good knowledge of NHREC mission, operations, procedures, program and practices.


Ability to establish, maintain and/or supervise maintenance of fiscal, student and personnel records; attendance records, maintain confidentiality as required. Ability to manage business office workflow.

Ability to type/operate keyboard at approved rate of speed, operate personal computers and data terminals, and to complete routine memos and letters from general instructions. Ability to operate a variety of standard office equipment.

Ability to maintain clerical and financial records and prepare relatively complex reports from such records.

Ability to interact with fellow employees, school-based staff, and the public tactfully and courteously and to work harmoniously with other employees.

Ability to communicate clearly and concisely, both orally and in writing; good organizational, human relations, and communication skills.