Lead Secretary - Elementary/Middle School

Wake County Public Schools•Fuquay-Varina, NC

7d•Onsite

About The Position

POSITION PURPOSE: 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.

Requirements

Considerable knowledge of bookkeeping/accounting practices for revenue, expenses
Considerable knowledge of standard procedures for running a busy office
Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps
Strong organizational and record-keeping skills
Ability to effectively organize and maintain records
Ability to interpret standard accounting and financial statements
Ability to prepare reports and business correspondence
Ability to maintain confidentiality
Excellent customer service skills with the ability to calmly route concerns to appropriate staff
Ability to learn pertinent district policies and procedures rapidly, apply them in appropriate situations, and explain them to staff, parents, students, and the public
Ability to exercise independent judgment and initiative in completing work assignments and determine when to refer situations to supervisor
Ability to communicate information clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback
Ability to reason, work, and problem-solve independently in order to carry assignments to completion according to expected timelines while adhering to established policies and procedures; exercise judgement in the absence of clear directives
Ability to assist students with medication and health needs, as needed
Ability to establish and maintain positive and effective working relationships with diverse groups of school system staff, students, parents, external agencies, vendors, and the community.
High school graduation or GED
Two years of bookkeeping/accounting experience
Two years of experience performing advanced clerical work.

Nice To Haves

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.

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. Assists principal 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.
Monitors substitute system, checks substitutes in, and reports substitute status to Administrator.
Submits work orders, as directed, by principal or assistant principal.
Assists with master school calendar and schedules the use of the school facility, as assigned.
Administers prescribed medication to students according to directions provided by medical professionals, as needed.
Serves as a front office coordinator.
Performs other related duties, as assigned.