OSA II - Financial Secretary/Data Manager @ Cherryville Elementary

Gaston County Schools•Cherryville, NC

About The Position

Under general supervision, the Financial Secretary/Data Manager performs clerical, technical, and administrative support duties in a school. The role requires a broad understanding of office operations and the ability to independently complete learned tasks, resolve problems of medium difficulty with limited assistance, and refer unusual or precedent-setting situations to higher-level supervisors. The position maintains school databases and records, including student attendance, enrollment, schedules, grades, demographics, immunizations, and exceptional-student information. It also supports financial and general office operations by maintaining records, processing documents, preparing reports and payroll-related materials, and assisting teachers and administrators with scheduling projects. The employee performs duties with limited supervision and may carry out other duties as assigned.

Requirements

High school graduation or equivalent.
At least three years of office experience; experience in a school setting is preferred.
Financial experience is required.
Computer skills are required; a demonstration may be required if interviewed.
Knowledge of modern office practices and procedures.
Ability to communicate effectively in person, by telephone, and electronically with a wide audience; to be tactful and courteous; and to establish effective working relationships with supervisors, students, parents, coworkers, and the public.
Ability to operate common office machines; understand and follow oral and written instructions; organize and file records; sort and distribute documents; and maintain accurate records and prepare standard reports.
General knowledge of grammar, spelling, vocabulary, elementary arithmetic, word-processing, spreadsheet and file-maintenance programs, and organization and administration principles.
Ability to transcribe information and prepare standardized forms, letters, and reports; respond to questions using knowledge of the department; and type accurately at a moderate rate.
General knowledge of school-based Home Base.
Ability to function successfully in stressful situations and during high-volume periods.
Ability to perform the physical functions of stooping, crouching, reaching, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.
Ability to perform sedentary work involving occasional exertion of up to 20 pounds and frequent or constant exertion of up to 10 pounds to move objects.
Visual acuity to operate a computer terminal and other office equipment and perform extensive reading; physical ability to operate office machines.
If offered a position, pass the required health exam, criminal records check, and drug test.

Nice To Haves

At least two years of post-secondary business or office education.
Office experience in a school setting.
Knowledge of relevant software databases.

Responsibilities

Maintain, prepare, and troubleshoot hardware, software, and databases related to student records and school operations.
Enter, store, retrieve, and post information to departmental records; prepare daily backup copies and maintain computer records.
Identify program deficiencies or operational failures and develop remedies.
Prepare, review, transcribe, compose, and complete forms, notices, letters, reports, statements, and other materials, ensuring accuracy in spelling, punctuation, grammar, and format.
Process, sort, verify, and file applications, purchase requisitions, travel expenses, mail, and other routine documents.
Maintain receipt books and office records relating to accounts, inventories, payroll, and related statements.
Compile data from standardized reports and prepare summaries and statistical reports for school administrators and the North Carolina Department of Public Instruction as required or requested.
Maintain student attendance records, process attendance forms, reconcile late arrivals and check-outs with absences, enter absence-excuse codes, and prepare correspondence to parents about excessive absences.
Maintain student enrollment records, including personal, demographic, immunization, grade, schedule, transportation, lunch, medical, and emergency-contact information.
Record student withdrawals and reasons for withdrawal, prepare statistical reports, and record student suspensions.
Maintain records for exceptional students served by the school, including enrollment, personal data, and information about individual disabilities.
Compare data across information systems when needed and contact officials to resolve discrepancies.
Perform routine maintenance on computers and peripheral equipment, including replenishing paper and toner, replacing ribbons, and cleaning equipment.
Attend seminars, conferences, workshops, classes, or lectures to maintain knowledge of database management developments, particularly the HOME BASE system.
Reconcile manual and computer reports monthly.
Assist teachers and principals with scheduling projects.
May serve on school or school-system committees and participate in their meetings and activities.
May answer telephones, greet visitors, respond to inquiries, provide information or referrals, and record and relay messages.
Perform minor administrative and clerical duties and relieve a supervisor of office details.
Prepare payroll, purchase orders, invoices, and budgeting functions.
Occasionally develop or revise procedures for non-complex work.
Perform related work and other duties as assigned.