Job description
- Performs secretarial and administrative work required to ensure the efficient operation of the office, such as entering time and attendance, faculty attendance, obtaining substitutes and scheduling building use. Assists the principal with routine and confidential secretarial tasks by composing correspondence; scheduling interviews, designing and preparing forms, charts, calendars, handbooks or reports and maintaining the principal's appointment calendar.
- Provides work direction, cross-training and guidance to office support personnel and student aides to ensure efficient front office operations and adequate office coverage at all times. Monitors workflow and progress of work produced. Meets regularly with office staff to communicate new or revised policies and procedures and to pinpoint employee concerns. Makes recommendations to administrative staff to improve office operations.
- Provides bookkeeping services for the assigned school. Balances and maintains the accounts for both county appropriated funds and activity funds. Prepares invoices to submit to accounts payable for payment and tracks status. Provides status reports to the Principal regarding availability of funds. Utilizes the accounting system software currently used for school activity funds. Collects activity fees for a variety of programs; records and reconciles all monies received. Writes checks and prepares reports of monthly transactions for the finance department. Reconciles bank statements on a monthly basis. Assists the school principal and assistant principals with the yearly budget process. Runs year-end reports including year-to-date and audit reports.
- Serves as central information point to public, students and faculty regarding a variety of matters related to school operations and policies. Responds to inquiries which do not require the supervisor's attention. Obtains and provides information requested from within and outside the organization. Maintains good rapport with students, staff and parents.
- Prepares and tracks status of non-contractual agreements.
- Orders and maintains office supplies. Ensures availability of funds for purchases.
- Attends training sessions to stay informed of current and revised policies and procedures; ensures related policy and procedure manuals are up-to-date. Assists the administration in training school personnel on proper procedures for receipting funds and requesting disbursements.
- Performs other related duties as assigned.
Report Preparation :
Prepares a variety of reports as needed for the principal related to building operations and programs. Prepares monthly financial reports for the finance department and building principal.
Contacts : General public – to obtain or provide information – daily. Vendors, other school systems, County Parks & Recreation Dept, organizations using facility - to provide or obtain information – as needed.
Work Direction :
Supervision :
Decision Making :
Formal Policy-Setting Responsibilities : N/A
Physical Demands :
Work Environment :
Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.
Applicants considered for employment must successfully complete the following background investigations/tests:
- Federal Bureau of Investigation (FBI) Criminal History Investigation
- State Police Criminal History Investigation
- Child Protective Services (CPS) Investigation
- Tuberculosis Screening/Test
Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.
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