Financial Secretary / Data Manager
Salary Grade 59
12 months
JOB DESCRIPTION
Under the supervision of the school Principal an employee in this position performs a wide variety of duties as a school treasurer. This position manages processing of a high volume of complex records and reports. The work requires a high degree of resourcefulness, self-motivation, and initiative. The employee is expected to exercise integrity, confidentiality, and professionalism. The employee operates under general directions. The employee is expected to plan and organize work methods to produce the assigned outcomes.
FINANCIAL SECRETARY DUTIES and RESPONSIBILITIES INCLUDE:
Ability to accurately interpret fiscal policies and guidelines.
Ability to oversee the school’s financials by managing school funds, allotments, keeping accurate records, processing payments, ensuring compliance with financial regulations and school policies.
Financial record keeping.
Deposit funds.
Budget tracking.
Handle receipts and disbursements.
Reconcile monthly reports and bank statements.
Prepare timely financial reports and requisitions.
Track and report employee payroll data.
Meet deadlines.
Perform clerical functions.
Maintains financial records and programming documentation for multiple allotments.
Maintain a well-organized and efficient office environment.
Manage and update filing systems, databases, and records.
Handle incoming calls, emails, and correspondence.
Act as a point of contact for a variety of contexts.
Process invoices, requisitions, and purchase orders as required.
Collaborate with administrators, and other school staff to ensure cohesive operations.
Performs any other related work as assigned by supervisor.
FINANCIAL SECRETARY KNOWLEDGE, SKILLS AND ABILITIES
Proven experience as a school treasurer or in a similar role, preferably in an educational setting.
Familiarity with educational environments and systems is an advantage.
Conducts self professionally, including maintaining confidentiality.
Strong organizational, multitasking, and time-management skills.
Excellent communication and interpersonal abilities.
Proficiency in office software and programs.
Extensive knowledge of grammar, vocabulary, and punctuation.
Extensive knowledge of office practices and procedures.
Considerable knowledge of rules, regulations, procedures, and functions of complex organizations.
Ability to promote good relationships internally and with the public.
Ability to communicate effectively both oral and written.
Ability to exercise sound judgment in resolving problems.
Ability to plan and prioritize work activities.
Ability to perform with only broad statements of expectations.
Must be able to lift 50 lbs.
DATA MANAGER ESSENTIAL JOB FUNCTIONS
Performs a variety of technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance, demographic information, school enrollment and withdrawal, class schedules, student incident data, etc., at an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs, which are part of the student information system to develop and maintain records of student attendance, class schedules, grades, demographic information, immunizations, etc., and to generate federal, state, and local reports.
Employee is responsible for reviewing forms and handwritten information, and entering data in proper computer files, often utilizing specialized codes and abbreviations; updating files on a daily basis; and maintaining student records and reports on network drive.
Employee is also responsible for troubleshooting errors or other operational problems with computers and peripheral equipment, and preparing various correspondence and forms.
Attends seminars, conferences, workshops, and classes, etc., as appropriate to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on the use of the student information system.
Work may involve general clerical work, such as answering telephones and assisting visitors to the office. Reports to Director of Student Information/Student Reassignment.
DATA MANAGER –STUDENT INFORMATION
Provides accuracy in student attendance data while creating tardy lists, early leave lists, and preparing correspondence to students’ parents to advise of excessive absences per established policies.
Maintains computer records of students’ scores on state mandated tests, standardized tests, and provides files to be used in school accountability.
Prepares and maintains records of exceptional students being served by school, including student’s enrollment and personal data, and specific disability of individual students.
Facilitates transfer of student information between schools.
Provides information and/or training to school staff on the use of the student information system and application of the data from the system.
Assists teachers and principals with scheduling projects.
Composes correspondence, prepares forms and types other materials, assuming responsibility for spelling, punctuation, grammar, and format.
Performs other related work as required.
SUGGESTED TRAINING, EXPERIENCE & QUALIFICATIONS
Graduation from high school or GED and 1 to 2 years of experience in clerical work involving the use of computer-driven database, word processing, spreadsheet, and file maintenance programs; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Experience in accounting and computers, strong accounting and data entry skills.
Proficient in Technology skills.
Strong written and verbal communication skills; including confidentiality, discretion, honesty, and ethical.
Strong Organizational skills.
Ability to work independently with limited supervision or with provided data.
Ability to multi-task, and possess good time management skills.
This specification has been designed to represent the general nature and level of work found in positions in this class. As such, it is not intended to contain all of the duties and qualifications required of an employee in a single position (job). Consequently, it is not to be perceived as a position (job) description or as identification of essential functions as required by ADA.
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