What are the responsibilities and job description for the BSMS Finance Secretary position at Hopkins County School District?
2024-25 school year
Salary
Category 3 per Salary Schedule
Days
TBD
Reports to:
School Principal
SCOPE OF RESPONSIBILITIES
Organize, coordinate, schedule and perform office functions at a large middle school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned
DISTINGUISHING CHARACTERISTICS
- Perform a variety of clerical and secretarial duties in a large middle school with a larger number of faculty, student body enrollment and educational programs
- Perform a variety of clerical and secretarial duties in a small to medium-sized school
REPRESENTATIVE DUTIES/ESSENTIAL FUNCTIONS
- Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a large middle school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines
- Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences; independently compose letters, memoranda and bulletins as directed; take and transcribe dictation as required
- Organize budget and financial material to maintain accurate fiscal records; record expenditures and transfer funds as appropriate; assist in the preparation of annual budgets and other annual reports
- Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents and the public; perform public relations and communications services for the Principal
- Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events
- Train and provide work direction to clerical personnel, students and others as assigned
- Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data
- Collect and account for money collected in conjunction with student body funds, last lost or damaged books and other school activities; account for and maintain the cash fund as assigned; prepare student body financial report
- Process the certificated and classified payroll including the completion and submission of time sheets to the supervisor and District Office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes (as required) and prepare substitute time sheets
- Initiate office and general school supply purchase orders; receive, store and distribute supplies and office materials; maintain materials and equipment inventory; maintain department purchase orders
- Perform a wide variety of problem-solving tasks in support of certified, classified and management personnel
- Operate a variety of office machines such as copiers, calculator and computer equipment
- Utilize a copy machine for forms, certificates, passes, slips and a variety of other items
- Perform First Aid according to established guidelines and procedures
- Comply with medication administration protocol designated by Hopkins County Health Department and HB 126
- Maintain regular and predictable attendance
- Adhere to the professional code of ethics
- Successfully utilize technology as appropriate in job function
- Perform related duties as assigned
KNOWLEDGE AND ABILITIES
KNOWLEDGE OF:
- School office terminology, practices and procedures
- Modern office practices, procedures and equipment
- Financial and statistical record-keeping techniques
- Receptionist and telephone techniques and etiquette
- Letter and report writing skills
- Health and safety regulations
- Correct English usage, grammar, spelling, punctuation and vocabulary
- Oral and written communication skills
- Applicable sections of Kentucky Administrative Regulations and other applicable laws
- Interpersonal skills using tact, patience and courtesy
- District organization, operations, policies and objectives
- First Aid practices
ABILITY TO:
- Perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks
- Learn, interpret, apply and explain school and District policies, rules and objectives
- Understand and perform duties within scope of authority
- Establish and implement revised office procedures as needed and according to established guidelines
- Understand and interpret rules and written direction and apply to specific situations
- Compose correspondence independently
- Perform duties effectively with many demands on time and constant interruptions
- Type at an acceptable rate of speed
- Establish and maintain effective working relationships with others
- Operate a variety of office machines including computer equipment
- Meet schedules and time lines
- Plan and organize work
- Train and provide work direction to others
- Maintain records and prepare reports
- Work confidentially with discretion
- Add, subtract, multiply and divide quickly and accurately
- Communicate effectively both orally and in writing
- Understand and follow oral and written directions
- Work independently with little direction
MINIMUM QUALIFICATIONS
- Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law. Must pass the Para Educator test in accordance with state regulations or have 48 accredited college hours.
- Three years of varied and increasingly responsible clerical or secretarial experience
DESIRABLE QUALIFICATIONS
- Knowledge/experience with student information system (for attendance secretary) or financial software (for financial secretary)
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