School Secretary (Financial)
Must hold a license issued by any agency.
Company: Soldier Hollow Charter School Department: Support Staff
Position: School Secretary (Financial)
The School Financial Secretary is responsible for the organization and professionalism in the school’s front office and reception area, with the goals of making the school a welcoming place for students, parents, and staff, attending to the school director’s needs, and contributing to the overall success of staff, teachers and students within the school’s academic program.
Through performing Essential Job Functions, effective communication, reporting, procurement of needed supplies and materials, exceptional public relations skills, and superior work product, the School Secretary contributes to a nurturing and engaging learning environment.
Essential Job Functions—General Requires the ability to handle multiple tasks including high-stress situations with control and a positive, pleasant attitude and demeanor. Requires the ability to maintain confidentiality in all aspects of the job. Ensure that student, staff, and family privacy is maintained by withholding any and all personal information on any person(s) from unauthorized recipients. Requires attention to detail and excellent organizational skills. Attend staff development activities and seminars to enrich job skills and abilities as assigned by the administration. Ensure attendance at required meetings and events, including meetings or events at irregular hours or on extended days. Assist with developing and ensuring the school’s positive public image is maintained. Ensure that a requestor receives a timely and appropriate response and/or resolution. Ensure that immediate and effective communication is used to communicate to the requestor when circumstances necessitate a delay in response time. Compile and prepare a variety of records, reports, memorandums, and other materials. Organize and maintain files and records. Identify and correct deficiencies within school procedures or systems relating to the Essential Job Functions and provide feedback to appropriate persons on other aspects of the school’s operations. Perform other duties that may develop or as requested by the Governing Board, Director, and/or the Business Manager. Assist in compiling information, edits, and distribution of parent handbook. Schedule and keep records and forms for class field trips.
Essential Job Functions—Specific
Maintain organized front office environment, faculty lounge, and copy room Oversee tracking of all visitors/volunteers at the school. Receive, sort, and deliver mail and other documents to staff Draft correspondence, forms, reports, etc. as requested by the School Director and other administrative staff Help with school calendar, scheduling, and appointments for administrative staff and the school facility Maintain and ensure the confidentiality of records and information regarding students, parents, and staff in accordance with accepted professional ethics, state and federal laws Schedule yearly fire, earthquake, intruder, and shelter-in-place drills with the local fire department Schedule and communicate building and bus use Order all needed curriculum and school supplies
Provide employees with required human resource information every year and upon hiring (employee handbook, set up payroll, new hire and onboarding paperwork, Retirement, and benefits, etc.) Maintain personnel time records including leave requests, substitutes, payroll reporting, PTO Help coordinate substitutes Maintain approved substitute list Oversee background checks for employees and volunteers
Attend to routine bookkeeping duties Assist Business Manager with payroll Maintain personnel time records including leave requests, substitutes, and payroll reporting Order, inventory, and distribute all school supplies and materials. Manage returns if needed Deposit funds into financial institutions Balance all deposits and spreadsheets for the Business Manager. Record and detail all incoming funds Collect school donations Manage stripe funds and deposits via Parentsquare Run Year-end and/or rollover processes and school finance Customer Service
Answer incoming calls, take accurate messages, and transfer to appropriate staff Assist with the daily arrival and departure of students Greet and assist students, parents, and the general public Assist with school events, including parent/teacher conferences, open houses, and school tours as requested Work with the Parent Teacher Organization
Uphold and enforce board policy, administrative procedures, and school rules and regulations, and be supportive of such in your communications with students, parents, and the public at large. Maintain appropriate work habits, including regular and punctual attendance and appropriate use of work time. Communicate the positive aspects of the Charter to the public in word and deed. Establish and maintain cooperative relationships with other staff members. Assist with overall school operations as necessary or assigned by the supervisor. Perform other duties as requested by Administration or as needs dictate
Perform minor first-aid for students, contacting parents when needed Maintains school, recess, and field trip first aid kits
* Perform other duties which may develop or as requested by the Director or the Board.
This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties as requested by the Director/Principal, School Administration, Human Resource Department, Business Manager, or Governing Board.
Equal Employment Opportunity (EEO) Policy Statement It is the policy of the school to promote equal employment opportunities through a positive continuing program. The school is an equal opportunity employer. The school will not discriminate, nor tolerate discrimination, against any applicant or employee because of race, color, sex, religion, national origin, disability, veteran status, age marital status, or any other group protected by law.