Financial Secretary: Middle School
JOB SUMMARY
Performs responsible financial bookkeeping, clerical, and secretarial work in a middle school. Work involves responsibility for the receipt and disbursement of school and student activity funds; preparing and maintaining school financial bookkeeping records and reports; and performing auxiliary clerical and secretarial duties in support of the work of the school office. Work in this class is distinguished from that of other school secretarial classifications by its concentrations on and responsibility for all school related financial transactions. Work includes responsible contacts with the students, school administrators, instructional staff, Central Offices, and vendors. Employees in this job class exercise considerable independence in scheduling their work, making necessary contacts, and setting up their books in accordance with established Board bookkeeping practices and procedures. Based on the school calendar year, this position may work 255 days or 256 days. The position works 7 hours during the regular school year and 5.5 hours during the summer.
ESSENTIAL DUTIES/RESPONSIBILITIES
- Maintains a complete accounting system for the receipt and disbursement of school and student activity funds in accordance with established Board policies and procedures. Responsible for all related requirements. (Preparation of accrual, financial, and sales tax reports, reconciliation of bank statements, etc.).
- Receives and counts all monies and fees. Prepares and issues individual receipts. Prepares deposit slips. Deposits monies in bank.
- Verifies vendor billings. Prepares authorization disbursement forms. Secures appropriate signatures. Writes checks and mails same accordingly.
- Arranges receipts and disbursements authorization forms. Makes ledger and journal entries by exact amounts, dates, and accounts. Performs trial balances.
- Audits monthly bank statement. Reconciles any discrepancies against amount, accounts, and supportive documents. Totals and balances check book with computer program. Prepares monthly/periodic financial reports as assigned.
- Controls petty cash disbursements and fund replenishment as assigned.
- Prepares and submits detailed monthly financial report of Home Economic Department expenditures to Board for reimbursement of expenses. Balances/verifies vendor invoices to record payments.
- Records Family and Consumer Services expenditures. Balances/verifies vendor invoices to record payments.
- Controls monies and records for free/reduced school lunch program.
- Answers telephone and takes messages accordingly.
- Enters requisitions for a variety of MOI materials, supplies, and services into financial records management system. Contacts vendors by letter, telephone, or fax to place orders and determine status of orders. Balances/verifies MOI printouts. Checks items into supply room.
- Sets up and maintains a systematic filing and processing structure for requisition/purchase orders including internal purchase order system.
- May prepare and complete after-school use of building request forms and reports.
- Assists with ABC orders. Checks items into supply room.
- Operates standard office machines and equipment as assigned.
- May compile inventories of school textbooks and school property for submission to property control.
- Assigns hall lockers and locks to students. Controls monies and records for these items.
- Assists in preparation of general school fund budget.
- Organizes, attends, and presents information at school finance committee meetings. Sends reports to Financial Services Division.
- Performs purchasing procedures in accordance with published guidelines.
- May perform or assist in payroll activities.
- Performs other related duties as assigned within the same classification or lower.
MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education
- High School Diploma or Equivalency Certificate required.
- Some College Level Courses specialized courses including office procedures, bookkeeping, and/or accounting principles, and related computer applications
Experience
- Two (2) years progressively responsible general clerical office experience required.
- One (1) year accounting/bookkeeping work at the Account Clerk I Level required.
- Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.
Knowledge, Skills, Abilities and Other Characteristics
- Knowledge of school accounting and bookkeeping policies, practices, and procedures.
- Ability to make decisions in accordance with established school policies and procedures.
- Working knowledge of modern office practices and procedures, business English, and spelling.
- Ability to exercise courtesy and good judgment in dealing with students, parents, administrators, other employees, vendors, and the general public.
- Demonstrated proficiency with business software (e.g. Microsoft Office Suite-Word, Excel, Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.
- Ability to use school based financial, student, and human resource records management systems.
- Demonstrated ability to effectively work and communicate with diverse populations.
- Successful completion of all required tests.
Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.
Driving Requirements
CAREER LADDER REQUIREMENTS
Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires:
- Two (2) additional years successful experience.
Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires:
- Two (2) years continuous successful experience in the position at the Lower Grade level.
- Mastery of all responsibilities and duties of the position.
- Achievement of Professional Certification, License or evidence of course completion in pursuit of such certification or license, if applicable.
- Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description, performance evaluations and/or the supervisor’s documented recommendation are required.
- Achievement of identified goals as they relate to the needs of the district and as established by the supervior.
- Consistent maintenance of an effective and orderly work environment.
- Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
- Above Satisfactory overall job performance for the two most recent consecutive years of Performance Ratings.
- Letter of Recommendation written by the supervisor.
Additional Requirements for Advancement from Lower Grade to Higher Grade requires:
LEADERSHIP ROLE
JOB INFORMATION
Established Date:
7/1/1979
Title:
SECRETARY: FINANCIAL MIDDLE SCHOOL
Reports to Generic:
Principal;Principal: Virtual Academy
Reports to Specific:
PRINCIPAL; PRINCIPAL: VIRTUAL ACADEMY
ORGANIZATION
Division:
Student & School Support (SSS)
Business Unit:
School Performance
Department:
School Performance
Negotiated Agreement:
Secretaries and Assistants Association of Anne Arundel County (SAAAAC)
HR JOB INFORMATION
FLSA Exemption Status:
Non-Exempt
Grade:
SG08;SG09
Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 4 - SAAAAC)
Job Family:
Administrative and Office Support
Sub-Function:
Office/Staff Support
