SCHOOL SECRETARY/BKPR

Administrative Support Position

Under direct supervision, the purpose of the position is to perform school-based duties associated with secretarial functions and providing administrative support, monitoring and maintaining of the school budget, payroll, and internal accounts. Employees in this classification function at a routine clerical/accounting level capacity and prepare correspondence, answer the phone, schedule appointments and workshops, file documents, planning of the budget, record staff attendance, and balance internal accounts. Employees also procure substitute instructional personnel as needed. Employees may also routinely access OCPS computer system. Performs related work as directed.

Examples of essential functions:

• Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
• Performs secretarial duties including processing and creating correspondence; performs various record keeping tasks.
• Answers the telephone; provides information and assistance; screens calls to staff; takes/relays messages or directs calls to appropriate personnel.
• Assists with the preparation and planning of the annual school budget; prepares and maintains budgets by department and classroom.
• Opens, sorts, and distributes incoming mail; prepares outgoing mail.
• Composes, types, and proofreads correspondence, letters, memos, and other documents; receives and reviews rough drafts for various documents; types documents and distributes.
• Monitors the use of copiers; coordinates maintenance as required; monitors copier supplies and orders supplies as needed.
• Type requisitions for purchase orders for all purchases; checks merchandise received and arranges for payment.
• Issues and records petty cash purchases and requisition reimbursements.
• Records staff attendance on payroll worksheets, attendance record, and monthly verification time report.
• Types payroll exemptions on-line; edits and reconciles exemptions with certificates of absence attendance reports.
• Updates and issues sign-in sheets for all staff members; monitors sign-in sheets for accuracy.
• Types staff injury reports; reports injuries to insurance providers by telephone and fax; monitors medical status and attendance in the form of worker's compensation absences, light duty elsewhere, and attendance reports.
• Records and monitors all incoming school and student monies; issues checks as needed for various accounts, field trips, and other expenses; balances and maintains records of accounts; performs bank reconciliation.
• Prepares principal's monthly report for the internal auditing department; prepares and makes weekly deposits to bank.
• Procures substitute teachers as needed through the Substitute Employee Management System.
• Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs.
• Operates a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, adding machine, or fax.
• Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
• Responsible for timely and accurate information they maintain as part of their job responsibilities.

Marginal functions:

• Performs related duties as directed.

Minimum training and experience:

• High school diploma or GED; supplemented by minimum three (3) years previous experience and/or training that includes bookkeeping or clerical work, or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

Performance aptitudes:

• Data utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information.
• Human interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.
• Equipment, machinery, tools, and materials utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mathematical aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.
• Functional reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.
• ADA compliance: Physical ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
• ADA compliance: Sensory requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
• ADA compliance: Environmental factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.