Campus Secretary

2 weeks ago

Fort Worth, United States Everman Independent School District Full time
Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:
4/30/2024

Location:
Charles Baxter Junior High School

Date Available:
2024-2025 School YearPrimary Purpose:
Ensure efficient operation of secondary school administrative office. Perform general bookkeeping and maintain campus financial records, including campus activity fund.
Qualifications:
Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Proficient word processing and file maintenance skills
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
Ability to work with numbers in an accurate and rapid manner to meet established deadlines
Knowledge of basic accounting principles
Bilingual in English and Spanish is preferred

Experience:
Three years secretarial and/or office experience, preferably in public education environment.
Major Responsibilities and Duties:
Records, Reports, and Correspondence
  1. Prepare written correspondence, forms, schedules, or reports using personal computer.
  2. Maintain a daily teacher attendance log and records for substitute teachers.
  3. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
  4. Maintain school calendar of events.
  5. Maintain physical and computerized records including student cumulative folders, progress and failure reports, class rosters, schedule changes, and grade books.
  6. Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.
  7. Coordinate grading process, including processing of scan sheets, verification and correction of grades, and printing and distribution of report cards.
  8. Process and transmit requests for student information, including student transcripts for colleges and universities.
  9. Assist counselors with the enrollment, withdrawals, and transfer of students and process applicable records.
  10. Assist campus administration and counselors with the preparation of reports and student data information.
  11. Collect and enter attendance and PEIMS data into established database and verify accuracy of according to established procedures.
  12. Prepare and print reports, including attendance reports, grades, class or personnel rosters, end-of-semester reports, or accounting reports.
  13. Maintain physical and computerized records, including student cumulative folders, progress and failure reports, class rosters, grade books, and schedule changes if applicable.

Accounting
  1. Assist with campus budget preparation.
  2. Maintain complete and systematic records of campus financial transactions according to established procedures and generally accepted accounting principles.
  3. Process and account for all money generated and distributed in school-sponsored activities, including receipt of cash and preparing and making cash deposits.
  4. Maintain inventory of campus fixed assets, equipment, and supplies.
  5. Prepare and process purchase orders.
  6. Receive, store, and issue supplies and equipment.

Records
  1. Prepare monthly and other periodic campus financial reports.
  2. Assist with campus budget preparation.
  3. Maintain physical and computerized files and records.

Reception and Phones
  1. Schedule meetings and appointments and maintain calendar for principal.
  2. Assist students, teachers, and parents as needed.
  3. Receive incoming calls, take reliable messages, and route to appropriate staff.
  4. Assist with coordination of faculty meetings and campus activities.

Files
  1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
  2. Update handbooks, policy manuals, and other documents as assigned.

Other
  1. Maintain good working relationships with students, parents and teachers.
  2. Sort, distribute, or deliver mail and other documents.
  3. Maintain confidentiality.
  4. Be a positive role model for all students.
  5. Be punctual in all areas.
  6. Other duties as assigned by the supervisor.
Supervisory Responsibilities:
None.
Equipment Used:
Personal computer, printer, copier, fax machine, and calculator.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.