Secretary 4

Hillsborough County Public Schools•Tampa, FL

About The Position

The Secretary 4, Elementary, performs secretarial work involving moderately complex office and clerical duties, as well as bookkeeping and related accounting functions in the preparation and maintenance of financial records of an elementary school site. The Secretary 4, Elementary, performs secretarial and clerical tasks requiring independent judgement and action, including decision- making in accordance with organizational policies and procedures. Under the supervision of the school principal, the Secretary 4, Elementary, will perform bookkeeping duties associated with the effective financial operation of the school for the school activity fund as well as the school's supply budgets. Internal and external audits will play a role in employee evaluation. SUPERVISORY EXPECTATIONS: Manage assigned clerical staff and subordinate professional personnel in one or more sections of the department. Take responsibility for the overall direction, coordination, and evaluation of assigned teams. Carry out supervisory responsibilities in accordance with the district’s policies and applicable state and federal laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. DISTRICT EXPECTATIONS: All district employees must: · Demonstrate regular and predictable attention to the work. · Support the district’s vision, mission, goals, and Strategic Plan. · Engage in civility, respect, and professionalism. · Maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.

Requirements

Two (2) years of increasingly responsible experience in secretarial, clerical, and bookkeeping.
One (1) year of required experience must be in accounting or bookkeeping records.
Reads and comprehends simple instructions, short correspondence, and memos.
Writes simple correspondence.
Effectively presents information in one-on-one and small group situations.
Adds, subtracts, multiplies, and divides in all units of measure, using whole numbers, common fractions, and decimals.
Calculates figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Performs these operations using units of American money.
Applies common sense understanding to carry out simple instructions.
Deals with standardized situations with only occasional or no variables.
Knowledge of relevant and current computer software programs.
Standing, walking, sitting, handling, keyboarding, talking, hearing, and visual acuity.
Up to 10 pounds.

Nice To Haves

Supervisory experience preferred.

Responsibilities

Serves as office manager and secretary for school principal.
Prepares payroll and maintains in-school personnel records as directed.
Manages substitute personnel as appropriate.
Maintains school financial records, including generalized and specialized files.
Maintains district-prescribed accounting and internal control procedures over school activity funds.
Ensures established procedures are followed including receipting onsite funds (e.g. ticket sales, memory book purchases, field trips, fundraisers, etc.), prepares deposits, and ensures deposits are submitted to the bank within established timeframes.
Prepares checks for disbursements based on approved check requisitions.
Reconciles monthly bank statement and financial data for principal’s and Internal Auditing’s review.
Monitors financial procedures with individuals responsible for school site financial operations within district guidelines (e.g., student activities, fundraisers, bookstore, athletic department, and student clubs).
Processes and monitors purchase orders and purchasing card (P-card) transactions, receives and distributes all supplies, equipment, and textbooks in the prescribed computer system in accordance with district policies and procedures.
On an emergency basis, operates the Health Clinic when necessary.
Coordinates school maintenance requests.
Monitors students in the office for various reasons.
Makes designated school wide announcements and answers intercom/radios.
Distributes, collects, and maintains building keys.
Answers telephones and takes messages as appropriate.
Utilizes district-provided email for day-to-day work-related correspondence.
Opens and distributes mail and assembles material for use by principal. Prepares bulk mailings.
Answers inquiries requiring interpretation of organization’s policy and procedures.
Meets public and assists in completing forms, questionnaires and /or applications.
Supervises a small number of employees.
Performs any other duties as assigned.