Secretary at Oxford

GENERAL STATEMENT OF JOB

Under general supervision, serves as the office manager of a middle school as well as the personal and confidential secretary to the school principal. In addition to welcoming students, parents and staff to the office/school, the Secretary is responsible for maintaining accurate financial records at the school level. Reports to the school principal.

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Screens office visitors and telephone callers.
• Maintains accurate financial records of all individual school accounts in compliance with applicable laws and Board policies.
• Enters payroll information daily and confirms appointment of substitute teachers.
• Prepares payroll reports for submission to central office.
• Monitors staff absences and ensures that substitutes are assigned when required.
• Verifies and reports staff absences.
• Maintains and records all employee leave information for payroll and benefits purposes.
• Prepares bus drivers’ payroll forms for field trips.
• Prepares purchase orders, invoices and payroll.
• Prepares checks and processes for mailing.
• Prepares sales tax reports, financial reports and 1099 reports.
• Examines and prepares reimbursement requests for travel expenses.
• Responsible for the collection and receipt of all student fines and funds.
• Maintains checking accounts and makes bank deposits daily.
• Monitors all budget balances and ensures that funds are spent by deadlines.
• Maintains fixed assets records and prepares reports.
• Forwards school maintenance work orders to the Maintenance Department via computer and monitors completion.
• Orders all custodial supplies.
• Receives all incoming shipments to verify receipt and distribution to proper school locations.
• Uses general office machines such as copiers, calculators, computers, etc.
• Maintains confidentiality in matters relating to the school.

ADDITIONAL JOB FUNCTIONS

• Assists in a variety of school operations; performs special projects and assignments as requested; and prepares reports.
• Gathers, assembles and summarizes data and information.
• Prepares all items for outgoing school mail and package shipments.
• Arranges for security officers for school dances, athletic events and end-of-school days and activities.
• Participates in the duties related to the administration of an office.
• Responds to complaints and requests for information.
• Performs other related duties as assigned by the principal.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associate's degree in bookkeeping or accounting, or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work. Must be able to lift mail and boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to parent, students and staff as well as subordinates or assistants.

Language Ability: Requires the ability to read simple to complex forms. Requires the ability to prepare time sheets and supply requisitions using prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to add, subtract, divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.

Physical Communications: Requires the ability to talk, write and hear.

Other: Must be eligible for being bonded.

KNOWLEDGE, SKILLS AND ABILITIES

Skill in human relations in dealing with the high volume of people in and out of a busy office.

Ability to communicate effectively both orally and in writing.

General knowledge of the standard procedures for running a busy office.

Knowledge of the use of standard office equipment.

General knowledge of computer skills and familiarity with required computer programs.

Working knowledge of accounting and bookkeeping techniques and practices, and maintaining a checking account.

Ability to demonstrate proper telephone etiquette.

Ability to establish and maintain effective working relationships with staff, students, parents and volunteers.

Ability to maintain confidentiality.

Ability to exercise independent judgment and initiative in completing work assignments.

General knowledge of rudimentary first aid.

DISCLAIMER

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary or benefits.