Secretary, Sr. Administrative (School) Job at Charlotte-Mecklenburg Schools in C
Charlotte-Mecklenburg Schools, Charlotte, NC, United States, 28245
Non Instructional/Support Services
Job Number 4600305789
Start Date
Open Date 12/11/2024
Closing Date 01/11/2025
Summary: To perform highly skilled and responsible secretarial work in support of a school principal, administrative team and staff; and to assist with office and administrative duties.
This individual demonstrates the use of cost-effective procedures in fiscal management and confers with his/her principal when making budget related decisions.
This individual assists management in making high-level decisions that may have a great impact on others. However, most of the decisions made are discussed with the Principal prior to implementation.
Essential Duties: (These duties represent a sample and may vary by position.)
- Prepares reports, handbooks and agendas.
- Operates standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
- Responds to emergencies, such as bomb threats and lock downs.
- Maintains copier maintenance and monitors staff usage.
- Prepares and submits various financial reports including compiling data, reconciling data with the general ledger, performing necessary journal entries and reviewing final draft for accuracy and completeness.
- Participates in the duties related to the administration of an office, assists in preparing comprehensive reports and recommending improvements in work flow, procedures and use of equipment and forms.
- Types, proofreads, purges and word processes a variety of documents.
- Serves as a personal and confidential secretary to the Principal/Director, type letters, memos, and composes correspondence and maintains electronic mail.
- Performs special projects and assignments as requested; prepares reports; gathers, assembles and summarizes information and data.
- Organizes and maintains all school records and administrative and staff files.
- Serves as office coordinator for other secretaries and assists in the selection process of other secretaries.
- Assists with safety audits.
- Assists in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
- Opens, sorts and distributes incoming mail.
- Screens telephone callers, responds to complaints and requests for information on regulations, procedures. Refers others to appropriate personnel.
- Utilizes positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
- Organizes and implements the procedures for the opening and closing of school for staff and students.
- Maintains calendars of activities, meetings and various community activities. Coordinates with custodial services, security, and other CMS departments regarding the community use of schools.
- Insures compliance with federal, state, local and school system rules and regulations.
- Maintains a working knowledge of the Family Educational Rights and Privacy Act regulations and serves as school's point person for articulation and adherence to guidelines.
- Acts as a receptionist, responds to requests and inquiries and assists visitors with directions and information.
- Serves as a mentor for office support staff at other locations.
- Cross-train in all secretarial and financial procedures to serve as back-up.
- Enrolls and withdraws students.
- Processes free/reduced lunch forms.
- Maintains all aspects of student files. (Creates cumulative folder and Kardex and updates annually; establishes and maintains filing and check out system; updates all student information)
- Meets with new parents and students to begin registration and orientation process.
- Places test labels on kardex.
- Responds to request and inquiries from central office and vendors.
- Orders, stores and issues supplies and materials; maintains office supply inventory records
- Assist students with minor injuries; dispenses medication according to the physician's directions, calls parents as needed.
- Compiles all data for property loss and sends o Building Services.
- Completes the 10-day attendance for first 10 days of school.
- Runs PMR report every month.
- Performs related duties as assigned.
- Prepares monthly balancing of assigned books, ledgers and bank reconciliation. Prepares year-end financial stated work papers and all records for yearly audit.
- Receipts and deposits all monies collected from teachers and club advisors. Maintains and reconciles the general, club and athletic checking accounts.
- Reconciles and inventories all teacher receipt books. Receipts and deposits all monies collected from staff. Makes daily deposit to bank.
- Prepares all budget transfers and time sheets for all personnel.
- Prepares extended employment paperwork.
- Analyzes and reviews accounts; verifies, corrects and posts transactions related to assigned areas.
- Prepares contracts between CMS and parties/consultants.
- Processes payroll, to include checking accuracy of employee timesheets and bonus payments.
- Maintains accurate and detailed records, verifies the accuracy of information and researches discrepancies and records information.
- Trains staff and club advisors for all financial procedures and regulations.
- Maintains proficiency in technology and attend training as required as well as train others.
- Supervise and process all fundraisers
Average Elementary School Budget Allotment - $27,000
Average Middle School Budget Allotment - $61,500
Average Sr. High School Budget Allotment - $120,500
Education and Experience:
Minimum
- High School Education supplemented with Secretarial Coursework
- 3 years secretarial experience including bookkeeping/accounting
- Associates Degree
- 5 years secretarial experience in a school setting
# of Jobs 1.00
Teacher Scale N
Minimum Educational Requirements HS diploma
Term 12 Month
Additional Job Information
Knowledge / Skills / Abilities:
- Ability to communicate clearly, concisely, verbally and in written form.
- Knowledge of software packages used by the school (Word, Excel, School Funds Accounting System and PowerPoint)
- Ability to establish and maintain respectful and cooperative working relationships.
- Ability to provide leadership to co-workers and staff
- Ability to demonstrate excellent customer service
- Ability to demonstrate excellent management skills
- Ability to multi-task in a fast paced environment
- Skills requiring repetitive motor coordination with crawling/kneeling; walking; standing; sitting; bending/ stooping; grasping/twisting; reaching; and fingering/ typing most (5 to 8 hours) of a normal work shift
- Occasionally (less than 2 hrs./shift) lifting/carrying; and pushing/pulling
- Infrequent or not required to climbing/balancing; and running
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