Elementary School Secretary-Bookkeeper

Paducah•Paducah, KY

3d•Onsite

About The Position

Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in routine administrative tasks and coordinate school office activities; perform public relations and communications services for the Principal. This role involves performing a variety of clerical and secretarial duties in a large elementary school with a larger number of faculty, student body enrollment and educational programs. The incumbent will coordinate a variety of office activities to assist the Principal with administrative tasks, prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities. They will serve as secretary to the Principal, compose routine correspondence independently, prepare, type and distribute communications and minutes of meetings, schedule appointments and meetings as requested, and receive, open and route mail. Additionally, the role includes training and providing work direction to clerical personnel and student workers, monitoring workflow, and adjusting duties to complete assignments in a timely manner. The secretary will provide information concerning school policies, procedures, actions, activities and schedules, maintain the school calendar, and serve as a coordinator of events. They will organize budget and financial material to maintain accurate fiscal records, record expenditures and transfer funds, and assist in the preparation of annual budgets and other annual reports. Collecting and accounting for money from student body funds, lost or damaged books, and other school activities, accounting for and maintaining the cash fund, and preparing student body financial reports are also key responsibilities. The role also involves administering first aid to ill and injured students, contacting appropriate personnel, registering, releasing, or transferring students, and completing enrollment information and database entries. Operating a variety of business equipment, requisitioning, receiving, storing, and distributing supplies, maintaining materials and equipment inventory, and providing clerical assistance to faculty and staff are also part of the duties. Orienting new and substitute teachers, providing directions, keys, and instructional materials, and performing related duties as assigned are also expected.

Requirements

High school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law
Two years of increasingly responsible clerical and secretarial experience involving frequent contact with the public
Knowledge of modern office practices, procedures and equipment
Knowledge of record-keeping techniques
Knowledge of health and safety regulations
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
Knowledge of oral and written communication skills
Knowledge of interpersonal skills using tact, patience and courtesy
Knowledge of telephone techniques and etiquette
Knowledge of basic first aid techniques
Knowledge of operation of standard office machines including computer equipment
Ability to perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks
Ability to perform public relations and communications services for the Principal
Ability to add, subtract, multiply and divide quickly and accurately
Ability to understand and follow oral and written directions
Ability to compose correspondence independently
Ability to complete work with many interruptions
Ability to type at an acceptable rate of speed
Ability to work independently with little direction
Ability to establish and maintain cooperative and effective working relationships with others
Ability to learn, interpret, apply and explain rules, regulations, policies and procedures
Ability to operate a variety of office machines including typewriter, computer terminal, calculator and copiers
Ability to understand and work within scope of authority
Ability to maintain good public relations with students, parents, teachers and the public
Ability to meet schedules and time lines
Ability to plan and organize work
Ability to train and provide work direction to others
Ability to compile and maintain accurate records and prepare reports
Ability to work confidentially with discretion
Ability to communicate effectively both orally and in writing
Ability to administer first aid to ill or injured students

Responsibilities

Coordinate a variety of office activities to assist the Principal with administrative tasks
Prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities
Serve as secretary to the Principal
Compose routine correspondence independently
Prepare, type and distribute communications and minutes of meetings
Schedule appointments and meetings as requested
Receive, open and route mail
Train and provide work direction to clerical personnel and student workers as assigned
Monitor workflow and adjust duties to complete assignments in a timely manner as assigned
Provide information concerning school policies, procedures, actions, activities and schedules as appropriate
Maintain school calendar and serve as a coordinator of events
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
Collect and account for money collected in conjunction with student body funds, lost or damaged books and other school activities
Account for and maintain the cash fund as assigned
Prepare student body financial report
Administer first aid to ill and injured students
Contact the nurse, parents or public safety agencies as appropriate
Register, release or transfer students
Complete enrollment information and database
Operate a variety of business equipment including typewriter, calculator, copiers, computer equipment and other school office machines
Requisition, receive, store and distribute supplies and office materials
Maintain materials and equipment inventory as assigned
Provide clerical assistance to faculty and staff as needed
Orient new and substitute teachers
Provide directions, keys and instructional materials
Perform related duties as assigned