Financial Secretary: Middle School - Central Middle

About the role

The Financial Secretary performs responsible financial bookkeeping, clerical, and secretarial work in a middle school setting. This position is distinguished by its concentration on and responsibility for all school-related financial transactions.

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 Economics 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.
• 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.

Requirements

• 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 required.
• 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.