Lead Secretary/Bookkeeper- High School

Wake County Public School System•Raleigh, NC

About The Position

Depending on the size, calendar, and needs of the assigned school, the Lead Secretary/Bookkeeper serves in roles such as secretary to the principal and provides advanced clerical functions for a middle or high school front office. The position serves as the Human Resources (HR) liaison for school staff, processes payroll, maintains records, and coordinates the front office. The role maintains payroll and leave records, processes staff timesheets, answers payroll questions, and serves as a contact between school staff and Compensation Services. It supports HR processes, including posting open positions, preparing Oracle reports, onboarding staff, sharing information, and connecting employees with appropriate HR teams. Other duties include monitoring substitutes, submitting work orders as directed, assisting with the master school calendar and facility scheduling, and administering prescribed medication to students as needed. The position works in a school or office environment and has direct contact with staff, students, parents, external agencies, vendors, and the community. It requires use of office equipment and communication with a variety of people. Physical requirements are consistent with sedentary work, though the role may require standing or walking and moving objects weighing up to ten pounds.

Requirements

High school diploma or GED.
Two years of experience performing advanced clerical work.
Considerable knowledge of standard procedures for running a busy office.
Considerable knowledge of Microsoft Office Word, Excel, and PowerPoint, and Google Apps.
Strong organizational and time-management skills.
Ability to concentrate on accuracy of details and maintain confidentiality.
Ability to prepare routine and specialized bulletins, correspondence, and reports independently or as directed.
Excellent customer service skills and ability to calmly route concerns to appropriate staff.
Ability to learn, apply, and explain district policies and procedures to staff, parents, students, and the public.
Ability to effectively maintain records.
Ability to communicate information clearly and concisely in oral and written form using a variety of communication techniques and tools.
Ability to exercise independent judgment and initiative, and determine when to refer situations to a supervisor.
Ability to work under pressure, meet short deadlines, and shift tasks when priorities change.
Ability to assist students with medication and health needs as needed.
Ability to establish and maintain positive, effective working relationships with diverse groups of school system staff, students, parents, external agencies, and vendors.
Ability to use computers, scanners, and copiers.
Ability to communicate effectively.

Nice To Haves

Associate’s degree from a regionally accredited college or university.
Clerical experience within a school district or similar environment.
Knowledge of generally accepted governmental accounting principles.
Knowledge of Oracle-based accounting and payroll systems.
Fluent verbal and written English and Spanish skills.

Responsibilities

Maintains payroll records for the school, including accurate records of school-based employee absences in Oracle.
Receives and processes timesheets for non-certified staff members.
Processes and tracks staff leave requests, answers payroll questions, and serves as a contact between school staff and Compensation Services.
Examines payroll records to ensure accuracy for work evaluation and audits.
Serves as the HR liaison for school staff by posting open positions, pulling requested Oracle reports, assisting with onboarding, supporting HR problem solving and information sharing, and contacting appropriate HR teams about employee needs.
Monitors the substitute system, checks substitutes in, and reports substitute status to the administrator.
Submits work orders as directed by the principal or assistant principal.
Assists with the master school calendar and schedules use of the school facility as assigned.
Administers prescribed medication to students according to directions provided by a medical professional, as needed.
Serves as a front office coordinator.
Performs other related duties as assigned.