Secondary School Secretary/Bookkeeper

Florence School District 1•Florence, SC

About The Position

The Secretary/Bookkeeper supports the daily operations of the assigned location by performing financial recordkeeping, clerical and front office duties, and coordinating communication and services for staff, students, and families at Compass Academy. This position also provides administrative support to the Director of Student Support Services and the Coordinator of Clinical Services.

Requirements

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc.
Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.
Must be able to lift and/or carry weights of five to ten pounds.
Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.
Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc.
Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports,purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.
Requires the ability to speak with and before others with poise, voice control and confidence.
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables.
Requires the ability to apply influence systems in managing a supervisory/management staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.
Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Requires the ability to coordinate hands and eyes using office machinery.
Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
The ideal candidate for this position will possess a High School Diploma, with vocational or technical training in business administration, secretarial science, accounting, or a related field preferred.
The candidate should have one to two years of experience in secretarial, administrative, or accounting functions, or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
The position requires strong organizational, clerical, and computer skills, with the ability to manage multiple tasks and maintain accuracy under deadlines.

Nice To Haves

An Associate’s degree in accounting, bookkeeping, or a related discipline is highly desirable.

Responsibilities

Enters purchase requisitions and maintenance requests.
Submits IT requests as needed.
Shops for monthly student incentives and other approved school needs.
Processes equipment and supply orders and financial claims.
Maintains and updates inventories, property files, and records when required.
Prepares, analyzes, reviews, and reconciles financial accounting reports and data for management, state, and federal agencies.
Processes a variety of forms and reports to ensure the proper accountability of funds.
Examines documents for compliance with District policies and federal, state, and local laws and regulations.
Computes, monitors, and verifies salaries for payroll, invoices, purchase orders, bills for service, and other financial data.
Posts debits and credits to appropriate accounts and maintains accurate bookkeeping records.
Receives, records, and deposits cash receipts; balances accounts and bank statements.
Assists with special budgeting tasks, year-end financial reports, and financial statements.
Compiles financial data for comparisons, forecasting, and analysis.
May perform specialized accounting duties such as property inventories, maintaining capital project accounts, or preparing accounts payable/payroll checks.
May establish and set up account codes as needed.
Answers the main telephone line; screens callers; routes visitors and inquiries appropriately.
Monitors the front door and greets, screens, and announces visitors.
Performs receptionist duties with professionalism and confidentiality.
Composes and types memos, letters, reports, and correspondence for supervisor’s signature.
Takes and transcribes notes or meeting minutes when required.
Performs general clerical tasks including typing, copying, filing, collating, processing forms, maintaining files, and managing mail.
Schedules appointments, maintains supervisor calendars, and assists with arranging meetings or special events.
Processes travel arrangements and travel forms for departmental staff.
Researches, gathers, and organizes data for supervisor use.
Assists with special projects as assigned.
Manage SBT travel expenses for yearly conferences (SSBHC, NAMI, Building Brighter Days, occasional Low Country MH Conference).
Process SBT coordinator travels for additional meetings as needed.
Purchase ink and SBT software annually and as needed.
Manage supply needs for coordinator and school-based therapists.
Handle purchasing/purchase orders for SBT meeting supplies, Walmart purchases, and luncheons (4–5 times yearly).
Complete the monthly SBT Department Data Report for the Coordinator and Carenova.
Monitors student arrivals, including metal detector screening and wand checks.
Communicates daily with secondary schools regarding student attendance.
Maintains student files including parent contacts, transportation updates, and required documentation.
Coordinates distribution, collection, and filing of permission forms, surveys, and related materials for staff or therapeutic partners.
Completes daily updates of behavior data tracking; copies and distributes behavior notes to staff.
Maintains daily/weekly/monthly student use forms.
Assists with building-wide parent communications including flyers, letters, and emails.
Coordinates parent academy needs including purchases, catering, setup, and materials.
Communicates with transportation on all daily changes.
Interacts effectively with: Supervisors District and school administrators and staff Students, parents, and visitors State and federal agency representatives Vendors, sales representatives, and service personnel Members of the public
Performs related duties as required.