Principal Secretary - Secondary

Principal Secretary – Secondary Position Title: Principal Secretary – Secondary Exemption Status: Non‑exempt Reports To: Principal Terms of Employment: 12 months Primary Purpose: Ensure the efficient operation of the campus administrative office and provide clerical services for administrators, teachers, and other staff. Qualifications Education/Certification: High school diploma or GED Special Knowledge/Skills: Ability to use computer and software to develop spreadsheets, databases, and perform word processing Proficient keyboarding, file maintenance and 10‑key skills Effective organizational, communication (verbal and written), and interpersonal skills Knowledge of basic accounting principles Experience: One to three years of secretarial experience, preferably in a public education environment Major Responsibilities and Duties Financial Ethics Comply with all policies and procedures; internal controls; board policies; and state, local, and federal laws as they pertain to the financial affairs of the district. Promptly report to the immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace. Act in an ethical and honest manner in all business transactions of the district. Maintain confidentiality of all data, files and general financial information of the district. Safeguard against unauthorized access to assigned computer system and electronic data. Accounting Maintain complete and systematic records of campus financial transactions according to established procedures and generally accepted accounting principles. Maintain a comprehensive understanding of all procedures outlined in the district’s School Activity Fund Essentials (SAFE) manual. Adhere to district’s organizational hierarchy regarding access to accounting systems and approval of transactions. Process, safeguard and account for all money generated and distributed in school-sponsored and/or student activities. Properly receipt all cash and secure prior to timely deposits with the district’s depository bank. Prepare and make cash deposits for activity accounts, and maintain activity checkbook and ledger, as assigned. Budget and Inventory Assist with campus budget preparation, as needed. Perform routine bookkeeping tasks to maintain campus budget records. Prepare and process purchase requisitions and match invoices to purchases. Ensure invoices and shipments are complete and accurate. Receive, store, and issue supplies and equipment. Maintain inventory of fixed assets, equipment, and supplies. Reports, Records and Correspondence Prepare monthly and other periodic campus financial reports. Ensure that all information in reports and documents filed with the district, including expense, financial, travel, and similar reports and statements, are true and accurate. Prepare written correspondence, forms, schedules, and reports using personal computer. Enter and maintain accurate attendance accounting records. Prepare instructional materials, meeting agendas, various student lists, and campus communication as assigned. Register students, maintain demographic information, and verify accuracy of information. Compile, process, maintain, send and request student records. Enter and maintain accurate PEIMS data. Update and maintain accurate student immunization records. Monitor and process personnel time records including leave requests and report; compile information and submit to central office according to established deadlines. Maintain a daily staff attendance log and records for substitute teachers. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication. Update handbooks, policy manuals, and other documents as assigned. Office Management Assist students, teachers, parents, and administrative staff as needed. Receive incoming calls, take reliable messages, and route to appropriate staff. Schedule meetings and appointments and maintain calendar for principal and other staff, as assigned. Maintain school calendar of events. Assist in coordinating faculty meetings and campus activities. Sort, distribute, and deliver mail and other documents. Administer medication and assist students with medical needs in nurse’s absence, as assigned. Maintain high degree of confidentiality. Professional Growth and Development Attend all trainings associated with financial procedures and other trainings as directed. Participate in professional learning activities to improve job‑related skills and demonstrate interest and initiative in professional improvement. Attend and participate in staff meetings and special events as assigned. Communication Establish and maintain appropriate communication and a professional relationship with students, parents, and colleagues. Present for students a positive role model that supports the mission of the district and demonstrate behavior that is professional, ethical, and responsible as set out in the Texas Educator Code of Ethics. Maintain strict confidentiality of student and district information. Mental Demands / Physical Demands / Environment Factors Tools/Equipment Used: Standard office equipment including computer and peripherals. Posture: Prolonged sitting; moderate standing, kneeling/squatting, bending/stooping, pushing/pulling, twisting. Motion: Frequent repetitive hand motions, keyboarding, use of mouse, wrist flexion/extension. Lifting: Lifting and carrying up to 30 pounds without assistance; 30‑55 pounds with assistance; and more than 55 pounds with appropriate assistance. Environment: Work in an office setting; exposure to contagious diseases. Mental Demands: Maintain emotional control under stress; work with frequent interruption. #J-18808-Ljbffr