Lead Secretary - Middle School

About the role

Performs advanced clerical and bookkeeping work in examination, analyses, and verification of fiscal records in an elementary school. Maintains bookkeeping controls of funds disbursed or received and prepares financial data required for fiscal management. Processes payroll and ensures records are maintained. Serves as Human Resources (HR) liaison for school staff. Serves as front office coordinator.

Responsibilities

• Maintains a complete and systematic set of records of all financial transactions as required by federal, state, and school board rules, regulations, policies, and laws, and reviews and reconciles accounts and budget reports on a monthly basis.
• Performs thorough examination and analyses on statements and reports to ensure accuracy for work evaluation and audits.
• Analyzes, verifies and reconciles school budget reports to ensure that maximized use of funds are in compliance with local, state and federal fiscal requirements.
• Composes complex financial correspondence for principal’s signature.
• Affords assistance with budget development.
• Initiates and prepares budget transfers and amendments.
• Purchases materials for the school using a variety of approved purchasing methods.
• Initiates all purchase order request forms, obtains quotes for materials and necessary approvals, and maintains records of transactions.
• Reviews orders received and distributes merchandise received from vendors and the county warehouse.
• Initiates and reviews school contracts and prepares supporting documentation to ensure compliance policies and procedures.
• Initiates and prepares payment requests, (direct payments, purchase orders, travel requests), reviews for proper documentation, completes with proper budget codes, verifies available balances, identifies new account codes when necessary, obtains necessary approvals, resolves discrepancies, and maintains a file of all transactions.
• Initiates, prepares and processes transactions relating to the school’s purchasing card according to set procedures, tracks expenditures, and reconciles balances with Oracle on a monthly basis.
• Manages the school’s checking account to include receipt books audits, collects and verifies monies received from staff, ensures funds are delivered to the bank according to policy, issues school checks, reconciles the bank account, posts activities on the online payment software, reconciles the school account activity with Oracle, assists in district run audits of records and accounts.
• Trains backup bookkeeper to ensure they are familiar and able to perform the essential bookkeeping duties pertaining to Fund 6 in the absence of the school Bookkeeper.
• Answers inquiries from staff and parents pertaining to interpretation of school system’s financial policy and procedures.
• Maintains payroll records for school, including maintaining an accurate record of absences for school-based employees in Oracle; receiving and processing staff timesheets for non-certified staff members; processing and tracking leave requests for staff members; answering questions on payroll; and serving as contact between school staff and Compensation Services.
• Serves as HR liaison for school staff, posts open positions, pulls requested Oracle reports; onboarding of new staff members; assists in HR problem solving and education informational sharing; contacts appropriate teams in HR to address employee needs, such as name/address changes, salary questions, workers’ compensation issues, and long-term leave requests.
• Maintains substitute system, checks substitutes in, and reports substitute status to Administrator.
• Serves as a front office coordinator.
• Performs other related duties, as assigned.

Qualifications

• High school graduation or GED.
• Two years of bookkeeping/accounting experience.
• Two years of experience performing advanced clerical work.

Preferred Qualifications

• Associate’s degree in business/accounting from a regionally accredited college or university.
• Bookkeeping/accounting experience within a school district or similar environment.
• Bilingual English and Spanish (fluent verbal and written) skills.
• Experience working with Oracle business applications.