School Secretary/Bookkeeper - Fieldale-Collinsville Middle School

Office Manager

The individual in this position performs intermediate clerical and responsible technical work requiring a qualified typist; prepares and maintains fiscal and related records; does related work as required. Work is performed under the regular supervision of the Principal.

Specific Duties and Responsibilities

Essential Functions:

• Serves as primary clerical support to the Principal and staff; serves as elementary school bookkeeper; serves as receptionist and telephone operator; prepares and maintains guidance, attendance and school office files and records; assists teachers, staff, students and parents.
• Receives, receipts, disburses, accounts for and deposits funds.
• Maintains cash receipts and disbursements records; collects money for school activities.
• Answers telephone, processes mail, meets the public and provides information.
• Registers students, verifies data, answers questions, types schedules and prepares records.
• Acts as school attendance secretary; maintains daily, monthly and cumulative records and files regarding pupil attendance; enters attendance data into computer system.
• Notifies parents of student absences; type's absentee list; lists suspensions, student activities, early dismissals and related attendance information.
• Prepares report cards; ensures report cards reach proper persons.
• Mails pupil transcripts and maintains appropriate records.
• Collects fees for transcripts; prepare various forms pertaining to students.
• Receives and processes requests for transcripts of present and former students.
• Enters class schedule and various other data into computer system; makes necessary corrections and changes.
• Processes withdrawing students; processes and forwards records; writes tardy slips.
• Types letters, memos, reports, bulletins, requisitions, invoices, schedules, manuals, student files and records.
• Operates standard office machines including word processor and computer.
• Posts a variety of information from standardized sources to various types of school records.
• Composes and types letters and memoranda in conformance with school policies and from brief instructions.
• Processes student schedule changes.
• Prepares and maintains payroll, leave and personnel files.
• Posts receipts and disbursements to proper accounts; prepares a variety of special and periodic finance reports.
• Performs a variety of office assistant tasks in the school office.
• Pays all school bills; prepares purchase requisitions.
• Administers minor first aid in absence of school nurse.
• Orders supplies, writes checks, keeps books.

Additional Duties:

• Performs other related work as required.

Minimum Education and Training

• Any combination of education and experience equivalent to graduation from high school supplemented by courses in business, typing and bookkeeping and/or equivalent experience in clerical and/or accounting work.
• Or an equivalent level of education and experience.

Minimum Qualifications and Standards Required

Knowledge, Skills and Abilities:

• Knowledge of District policies and procedures.
• Knowledge of general office procedures and equipment.
• Skill in effective communication, both verbally and in writing.
• Skill in the use of computers for data entry, word processing, and/or accounting purposes.
• Ability to present information clearly and concisely in verbal and written form.
• Ability to maintain effective working relationships with other District employees and the general public.
• Ability to work independently with minimal supervision.

Physical Requirements:

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 the essential functions.

The work is sedentary to light work which requires exerting up to 30 pounds of force occasionally and/or exerting up to 20 pounds of force frequently, and/or up to 10 pounds of force to move objects frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Work is performed while standing, sitting and/or walking. Requires the ability to communicate effectively using speech, vision, and hearing. Requires the use of hands for simple grasping and fine manipulations. Requires bending, squatting, crawling, climbing, reaching. Additionally, the following physical abilities are required:

• Reaching: Extending hand(s) and arm(s) in any direction.
• Pushing or Pulling: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand
• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

Work Environment:

The worker is not subject to adverse environmental conditions.