ANNUAL WORK SUMMARY

12 months per year, 245 days per year, 8 hours per day

POSITION SUMMARY

Under general supervision, performs secretarial and clerical work in support of the financial activities of the department/program. Work requires knowledge of office and financial procedures, processes, rules, and regulations and the ability to explain these to others. Work efforts result in accurate and reliable financial data, processes, and transactions. Responsible for monitoring, safeguarding, and maintaining important financial information.

EDUCATION, CERTIFICATION AND EXPERIENCE:

At the time of application, the candidate must hold or be eligible for:

• High school diploma or general education development (GED) program certificate or equivalent
• Business education training
• One or more years of secretarial experience that includes financial records processing (three or more years preferred)
• One or more years of experience working in a public school district (three or more years preferred)
• Experience working with Microsoft Excel, Word, and Outlook

SPECIAL REQUIREMENTS:

None

KNOWLEDGE, ABILITIES AND SKILLS:

(These are pre-employment knowledge, abilities, and skills that apply to the Essential Job Functions.)

At the time of application, the candidate must have:

• Knowledge of modern office procedures and operation of office equipment and machines
• Knowledge of basic bookkeeping
• Ability to meet the clerical testing requirements for administrative secretary position given by Calvert County Public Schools ability to maintain complex paper and electronic financial records, prepare reports, and answer questions from records
• Ability to prepare office documents, brochures, and purchase requisitions
• Ability to exercise judgment and discretion when making decisions based on established policies and procedures
• Skill in the operation of computer software with the ability to prepare and edit documents
• Skill in accessing and entering data into databases
• Demonstrated interpersonal skills and knowledge of office protocol
• Good customer service skills
• Ability to maintain confidentiality
• Regular, predictable attendance
• Such alternatives to the above qualifications as the Calvert County Public Schools may find appropriate and acceptable
• Demonstrates success in accomplishing tasks related to those responsibilities listed below

ESSENTIAL JOB FUNCTIONS, RESPONSIBILITIES, AND DUTIES:

• Process financial information for department
• Process invoices to schools and outside organizations
• Generate purchase requisitions (a back-up role)
• Assist the Finance Department by performing duties such as processing purchase orders, printing accounts payable checks; printing payroll checks, credit card reconciliations, and direct deposit advices, Maintain and establish paper and electronic financial files
• Enter and access data in financial records, spreadsheets, and programs; generate reports as required
• Assemble, summarize, arrange, and prepare materials for reports and presentations
• Assist with the bidding process, including documenting public bid openings, scanning and filing bid proposals, and sending bidding process results
• Type, proofread, and assemble materials for distribution and publication
• Requisition, receive, and monitor office supplies
• Work with school financial secretaries to reconcile school activity fund (SAF) accounts monthly
• Prepare IRS W-9 forms for school district
• Participate in supervisor approved, job-related professional development opportunities
• Make credit card payments for approved invoices and for employees’ job-related travel arrangements
• Perform district receptionist duties on a rotating basis (typically 1-2 days per month)
• Comply with board policies and administrative procedures
• Receive visitors, give information, and answer questions requiring knowledge of Board of Education rules, regulations, and procedures
• Answer and place telephone calls
• Schedule appointments and conferences
• Distribute incoming and outgoing mail (serve as a back-up for the mail room)
• Interact well with co-workers and provide outstanding customer service
• Comply with all related federal, state, and local laws, regulations, and policies
• Thinks, concentrates, and interacts positively with others
• Comes to work promptly every day
• Works flexible hours as necessary
• Works under stress and meets all deadlines

OTHER JOB FUNCTIONS, RESPONSIBILITIES, AND DUTIES:

(Duties listed are not intended to be all inclusive nor limit duties that might reasonably be assigned.)
Performs other tasks as required or assigned by the departmental supervisors