Charlotte-Mecklenburg Schools

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.

Financial Duties: (These duties represent a sample and may vary by position.)

• 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

Scope:

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

Desired

• Associates Degree
• 5 years secretarial experience in a school setting

Licensing / Certification Requirements: N/A