Lead Financial Secretary (2023-2024)

POSITION DESCRIPTION

POSITION TITLE

Lead Finance Secretary

SCHOOL/DEPARTMENT

Assigned School

SALARY

OFF1262

FLSA STATUS

Non-Exempt

REPORTS TO

Principal & Chief Finance Officer

SUPERVISES

None

WORK WEEK SCHEDULE

Monday - Friday

WORK HOURS

40

NUMBER OF MONTHS PER YEAR

12

POSITION PURPOSE:

The purpose of this position to provide administrative assistance for the Finance Department and maintain an accurate accounting of the daily financial activities assigned by utilizing accounting practices established by the Finance Department. A person holding this position will also be expected to assist the Chief Finance Officer in activities that promote the efficient operation of the Finance Department. The Lead Finance Secretary provides secretarial support to assigned personnel; coordinating and monitoring financial information including deposits and expenditures; and providing information and/or direction as may be requested by the Chief Finance Officer.

MINIMUM QUALIFICATIONS:

• High School diploma/GED required.

• Associate's degree in business, finance or another related field

• Four years of experience in a clerical position with at least two years of some form of bookkeeping or other financial work

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of general office procedures and practices.

• Knowledge of and skilled in office etiquette and customer service procedures and routines.

• Knowledge of general record keeping maintenance routines to perform data/record maintenance in filing or recording data in hard copy or data filing systems.

• Fundamentals of computer operation and use.

• Familiarity with general office productivity software (i.e. word processing, spreadsheet, presentational software, email programs, publisher, etc.)

• Familiarity with the internet and website use.

• Understands financial protocol, reports, and spreadsheet formats.

• Applying and using word processing applications, spreadsheet applications and database applications.

• Implementing, entering and maintaining departmental records, files, or lists.

• Customer service, communication and human relation skills in assisting, dealing with and applying proper phone etiquette, customer service and informational assistance to employees and the public.

• Performing work assignments requiring attention to detail, precision and accuracy.

• Learning specialized district software applications used in the maintenance of department/building files and records.

EDUCATION, TRAINING, AND EXPERIENCE

• High School Diploma

• Minimum of 48 hours of college level coursework with a GPA of 2.0 or higher

• Any equivalent combination of training and experience that provides the required knowledge, skills and abilities

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver's license issued by the NC Department of Motor Vehicles

UPREFERRED QUALIFICATIONS:

• Six years of experience in an administrative assistant position with at least three years of bookkeeping or other financial work.

• Spanish Speaking

UESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs core or shared duties associated with receptionist tasks associated with the classification series.

• Assists in answering building/department/district phone(s)/lines and routes calls to the appropriate department(s)/person(s) after determining the nature of the call.

• Assists in typing routine correspondence, letters, forms, or materials provided by staff in draft form as requested.

• Assists in filing forms, financial information, and/or documents in accordance with established office routines.

• Copies, faxes, laminates and duplicates materials requested.

• Performs clerical and record keeping functions that involve significant detail, attention to accuracy and precision in performing the tasks in the prescribed manner required.

• Enters financial data into records either hard copy of data files/records in District computer files/records.

• Assists in compiling, researching information, and assists in revising/modifying financial reports.

• Secures main office daily; turns off equipment, secures monies, secures windows and doors.

• Prepares deposit receipts for the district/finance department.

• Collect and process payments for various building departments.

• Maintains and shares level of professional expertise.

• Attends training sessions, district in-services or staff meetings.

• Assists in special projects, as appropriate.

• Learns and is cross trained in other administrative and support functions within the department.

• Performs other related duties within the scope of the Lead Finance Secretary position as assigned or requested by the Chief Finance Officer.