Financial Secretary

JOB TITLE: FINANCIAL SECRETARY

JOB SUMMARY: The purpose of the building secretary/administrative assistant is to provide secretarial and administrative support to the building administration, with an emphasis on financial responsibilities.

ESSENTIAL FUNCTIONS:

Collects fees and/or funds from student events (e.g. field trips, uniforms, ticket sales, yearbooks, dances, fundraisers, student fee money, etc.) for the purpose of ensuring the accuracy and timely completion of transactions, including the timely and accurate daily deposit of funds.

Create/review purchase requisitions and convert to purchase orders.

Effectively manage financial matters such as budget, allocations, recording expenditures, maintaining account balances, reconciliation of accounts, or other financial duties as assigned

Collaborate and coordinate with District level business office personnel to ensure timely reporting, account accuracy, and compliance with all local, state and federal requirements

Maintains updated and accurate records of school financial transactions, deposits and investments; posts transactions to ledgers; coordinates and reviews all invoices and prepares payment to vendors; reconciles and prepares financial statements for various accounts

Prepares bank reconciliation reports, check balance reports, monthly financial reports and reports/maintenance of petty cash fund

Maintain ledger and all activity account records in accordance with local, state and federal guidelines

Supports building staff and administrators with supplies and other equipment/material requests for purchase; processes expenditure requests; receive and distribute purchased items

Processes school financial transactions and maintains related records, using district financial/bookkeeping procedures and platforms

Provide general secretarial support for the principal and staff, including but not limited to, all secondary functions listed in the job description

SECONDARY FUNCTIONS:

Administers first aid and prescription medications to students for the purpose of providing emergency or necessary care in accordance with district, state and federal requirements

Assists other personnel for the purpose of supporting them in the completion of their work activities.

Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.

Coordinates a variety of programs and/or activities for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.

Evaluates situations (e.g. involving other staff, students, parents, the public, police, probation department, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolutions.

Greets all incoming visitors for the purpose of ensuring that guests sign in/out as required.

Maintains a variety of computerized and manual records, files, and department databases (e.g. information packets, rosters/listings, calendars, outstanding supply orders, etc.) for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.

Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability.

Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.

Maintains office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for the purpose of ensuring

Supports guest teacher assignment and facilitation, specific to the requirements of each office

EDUCATIONAL/TRAINING REQUIREMENTS:

High School Diploma; aptitude for general business math preferred

Knowledge and/or experience of basic accounting, budgeting, planning and fiscal accountability methods, principles, and practices

Customer service - communication and human relation skills in assisting, dealing with and applying proper phone etiquette, and providing informational assistance to stakeholders, both internal and external, including but not limited to parents, teachers, transportation, administrators, and outside agencies.

Familiarity with general office productivity software (e.g. Google Docs, Word, Excel, industry specific software platforms).

Able to provide a Surety Bond in accordance with local, state, and federal guidelines; Yukon Public Schools Board Policy requires an amount of not less than $25,000 (as of 6-6-22)

WORKING CONDINTIONS:

Lift and move small office equipment; regularly lift and/or move objects up to 10 pounds and/or move objects occasionally up to 25 pounds

Operate a computer to enter data, maintain records and generate reports

Operate modern office equipment and software.

Communicate effectively orally and in writing.

Occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.

Specific vision abilities required by this job include close vision, distance vision, and depth perception.

Position requires ability associated with prolonged periods of heavy physical labor.

Job involves 80% sitting; 10% walking, 10% standing.

May experience constant interruptions, inflexible deadlines, and changes to normal routines.

Ability to perform work requiring attention to detail, precision and accuracy

Must be able to transport deposits to a financial institution as required; must have reliable transportation; must have a safe driving record; must maintain a valid driver's license

TERMS OF EMPLOYMENT:

237 day contract, 8 hours per day, 1.315 ratio, step placement based on experience

Benefits include: Health Insurance Premium for the employee; fully paid participation in the Oklahoma Teachers Retirement System; generous leave policy ( family friendly schedule, 12 days of sick leave, 3 days of personal leave, 3 days of annual leave, vacation leave and 5 days of bereavement leave); $10,000 life insurance policy; vision insurance for the employee; eligible for participation in Section 125 plan

STATUS: Nonexempt Support

EVALUATION: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job. Duties, responsibilities and activities may change at any time with or without notice. Performance of this job will be evaluated annually in accordance with the provisions of the Board’s policy of evaluation for nonexempt support personnel.