The Financial Secretary at the secondary level is responsible for setting up and managing all school budgets, including school building budget, ASB, Resale, and any additional monies or grants the school may receive. This position is also required to be familiar with District, State, and Federal guidelines that may be applicable to some funding sources.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Responsible for setting up and managing the school building budget, grants, resale, and any other special funding available to the building in coordination with building administration.
- Responsible for setting up and managing ASB budgets in coordination with ASB officers and building administration. Requires handling point of sale transactions, deposits and bank reconciliation. Facilitate annual ASB budget meeting in conjunction with ASB Activity Advisor and ASB Officers. Monitor, on a regular basis, individual ASB accounts to ensure positive end balance.
- Responsible for maintaining accountability for school fundraisers.
- Responsible for notifying students and collecting fees/fines.
- Responsible for preparing purchase orders and process invoices.
- Responsible for procurement card purchases and reconciliations.
OTHER RESPONSIBLITIES:
- May be responsible for ordering and tracking supplies for the building. This may include communicating with vending machine representatives.
- May provide support for professional development and/or conference registration and/or travel arrangements for Administrative personnel and staff.
- Assist other secretaries with greeting students, staff, parents, community members, and other visitors upon their entrance to the building.
- Assist with answering incoming telephone calls, providing accurate information, directing calls to others, and taking messages.
- Assist with health room coverage when health room staff is not available to include caring for ill children, complete accident reports, administering medications, and provide first aid, ensuring that a parent or guardian is called when necessary and to pick up student when applicable.
- Multilingual staff member may be asked to translate within their scope of work.
REQUIRED QUALIFICATIONS:
Education and Experience
High school diploma or equivalent
Two years of accounting or bookkeeping experience; or two years of administrative assistant experience that included financial responsibilities
ADDITIONAL REQUIREMENTS:
Proficiency with Microsoft WORD and EXCEL
Positive evaluations
PREFERRED QUALIFICATIONS:
Knowledge of District’s current integrated accounting software
Knowledge of the District’s Student Information System
Knowledge of Point of Sale
CONDITION OF EMPLOYMENT:
Criminal background clearance
Valid Washington State Driver’s license
Work scheduled hours on a consistent basis
KNOWLEDGE OF:
School board policies and procedures
District, State, and Federal guidelines that may be applicable to some funding sources
Microsoft WORD and EXCEL
Database management
ABILITY TO:
Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Speak, read and follow written or verbal communications
Exhibit proper telephone etiquette
Practice effective safety and security within individual work routines
Remain flexible; able to cope with frequent interruptions as part of a daily routine, to multi-task and shift priorities to meet required deadlines
Develop and maintain positive customer relations with staff students, parents, and the public in a multicultural and multiracial community.
Cope with and assist angry or distraught students, parents, and other community members
Work collaboratively with District staff and promote teamwork
Practice ethical and professional standards of conduct including the requirements of confidentiality
Be fair and consistent with all students
Resolve routine problems and make decisions within established parameters
Abide by Federal Way Public Schools’ Policies and Procedures
Perform the essential functions of the job with or without reasonable accommodations
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:
Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools’ commitment to “Each Scholar: A Voice. A Dream. A Bright Future.”
Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.
PHYSICAL DEMANDS: 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.
While performing the duties of this job, the employee will regularly stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee will frequently be required to sit for extended periods of time and use a computer screen and keyboard. The employee may occasionally be required to squat, kneel, and use hands for fine manipulation, climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must regularly lift/carry up to 5 pounds and must frequently lift /carry up to 15 pounds. The employee will occasionally lift/carry a maximum of 25 lbs. The employee is occasionally required to push/pull a maximum weight of 200 pounds.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, demanding deadlines, and occasionally deals with angry and distraught students, employees and community members.
WORK SCHEDULE
This position typically works, ___ hours per day, Monday through Friday, ___ days per year
REPORTING RELATIONSHIP
This position reports to and is evaluated by the building Principal and/or Designee. This position may receive some direction and setting of priorities from the Office Manager.
REPRESENTATION
Federal Way Education Association – Education Support Professionals (FWEA-ESP)
LEVEL OF COMPENSATION
Level 5 on the FWEA-ESP Salary Schedule.
This position includes the following benefits prorated based on FTE – Medical, dental vision, sick and vacation leave, life insurance, professional development dollars, retirement.
CLASSIFICATION HISTORY
Updated 7/2016
Updated 5.2019
Updated FWEA-ESP jd review 11/2019
Disclaimer
The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.
All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.
Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.
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