Secondary School Secretary/Bookkeeper

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.

Financial & Bookkeeping Responsibilities

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.

Clerical, Administrative, and Secretarial Duties

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.

School-Based Therapist Related Duties

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.

Student, School, and Parent Support

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.

Interpersonal & Communication Expectations

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

Additional Duties:

• Performs related duties as required.

Physical 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.

Data Conception:

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.

Interpersonal Communications:

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.

Language Ability:

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.

Intelligence:

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.

Verbal Aptitude:

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.

Numerical Aptitude:

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.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination:

Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity:

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.

Interpersonal Temperament:

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.

Physical Communications:

Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear)

Job Knowledge:

The Secretary/Bookkeeper performs a wide range of clerical, financial, bookkeeping, and administrative duties to support Secondary Schools and district operations. This position prepares, analyzes, and reconciles financial data; maintains accurate records; provides front office and receptionist services; supports supervisors with communication and scheduling; and ensures compliance with established policies, procedures, laws, and regulations. The role requires strong organizational skills, attention to detail, and the ability to maintain positive and effective communication with students, staff, parents, and the public.

Quality of Work:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all District departments and divisions, co-workers and the public.

Quantity of Work:

Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce a quantity of work which consistently meets standards and expectations of the District.

Dependability:

Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, District policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends and remains at work regularly and adheres to District policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done, and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur, and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment. Monitors the activities/behavior of the student body to ensure student safety and well-being.

Cooperation:

Accepts supervisory instruction and direction, and strives to meet the goals and objectives of the same. Questions such as instruction and direction when clarification of results or consequences are justified (i.e., poor communications, variance with District policy or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the District.

Relationships with Others:

Shares knowledge with managers, supervisors and staff for mutual and district benefit. Contributes to maintaining high morale among all District employees. Develops and maintains cooperative and courteous relationships with department employees, staff and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the District and to project a good district image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the District. Emphasizes the importance of maintaining a positive image within the District. Interacts effectively with higher management, professionals and the public.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping:

Adheres to all safety and housekeeping standards established by the District and various regulatory agencies. Sees that standards are not violated. Maintains a clean and orderly workplace.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Salary and work year to be established by the district.