Elkhart Community Schools
Position Description
Position Title: / Secretary, High School Vice PrincipalQualifications: / Bookkeeping skills; public relations capabilities; computer keyboarding skills; filing and general secretarial skills. Knowledge of office machines; business and secretarial experience.
Department: / Building
Reports to: / High School Vice Principal
Prepared by: / Cheryl Waggoner
W. Douglas Thorne / Date: July 19, 2017
Date: July 19, 2017
Approved by:
SUMMARY: Assist the Vice Principal in providing the necessary financial services to the students, staff and community to assure proper school operation. To keep accurate records and perform the clerical duties of the treasurer's office.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned):
1. Supervise and coordinate the vice principal's appointments and activities.
2. Keep accurate and up-to-date records of all school financial transactions, both curricular and extracurricular, e.g.,
a. Track all requisitions and purchase orders;
b. Receipt and deposit monies from all extracurricular accounts;
c. Reconcile monthly bank statements;
d. Check balances with monthly printouts from business office;
e. Balance books each month;
f. Keep records of all accounts payable;
g. Write checks for a1l clubs and organizations;
h. Keep inventories and order a1l supplies requested;
i. Keep unencumbered balances for all departmental budgets and other designated accounts;
j. Train student treasurers and extracurricular sponsors;
k. Audit all club and organization accounts annually;
l. Have records in proper order and available to state auditors annually;
m. Prepare a semi-annual financial report to the principal.
3. Distribute, collect and keep records of all building keys.
4. Collect, compile, distribute, and mail student Poor Work Notices.
5. Supervise the preparation and maintenance of records for all United Parcel Service items.
6. Coordinate and maintain teachers' lounges with appropriate supplies.
7. Assist the vice principal with the organization and duties of the summer school program when he/she is in charge.
8. Assist with report cards and all other computer data as requested by administration.
9. Order all forms used by the school and maintain a running inventory.
10. Attend, take notes and participate, as requested, in meetings as needed.
11. Attend conferences and workshops as requested.
12. Supervise student workers as assigned.
13. Compose, transcribe, type, copy and duplicate materials and correspondence for the building administrators.
14. Serve on school or system-wide committees as requested.
15. Receive emergency calls and refer them to the proper administrator or otherwise treat them in a responsible manner.
16. Maintain absolute confidentiality and ethical standards in all school or school-system matters.
17. Perform such duties usually the responsibility of other secretaries during peak workload times or in the absence of other secretaries.
18. Perform such other duties as may be requested by the vice principal or principal.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High school diploma or general education degree (GED) and one year previous office experience.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff and students.
Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Other Skills and Abilities: Demonstrated ability to operate a personal and mainframe computer and related software. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is almost continuously required to sit, and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm or finger motion many times as in typing. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity, but will still remain within the acceptable noise level range. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.
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