Secretary – Financial

Position Summary

Performs a variety of financial, administrative and office support duties in support of the programs/initiatives. Responsible for the receipt and disbursement of grant, school or student activity funds. Prepares and maintains financial records and reports. This position is distinguished from other secretarial classifications by its concentrations on and responsibility for specified programs/initiatives financial transactions. The position exercises considerable independence in scheduling work, making contacts, and setting up financial systems in accordance with established Board financial practices, policies and procedures.

Essential Duties & Responsibilities

Does this position have supervisory responsibilities?

No

• Manages financial systems, assists with budget preparation, monitors expenditures, prepares bid requests, and prepares and monitors contracts and funds.
• Develops, implements, organizes and maintains an electronic system for tracking budgets, purchases, distribution, inventory, storage, repair and replacement of supplies and back-up documentation.
• Researches and responds to inquiries and requests for information and support regarding the assigned programs/initiatives and communicates with internal personnel, Maryland State Department of Education (MSDE), and other external agencies.
• Assists in planning, executing and logistical support for projects/events in support of assigned programs/initiatives related goals.
• Maintains department intranet, BlackBoard sites, and other department electronic sites.
• Serves as liaison and provides training and support to external agencies regarding programs/initiatives and staff regarding guidelines, budget and documentation processes and procedures.
• Performs financial/budget management operations for assigned programs/initiatives including financial statements, records and reports, budget reconciliation, payments, ordering supplies/materials, and maintains expenditures justification documentation.
• Prepares purchase orders, requisitions, disbursement authorizations and other financial forms.
• Arranges conference registrations, hotel and travel arrangements for staff and processes business travel reimbursements for expenditures.
• Performs other duties as assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate supplemented by courses in business administration, accounting, information systems, purchasing or a related field.

Experience

• Two (2) years of successful general clerical office experience including one (1) year accounting experience; OR an equivalent combination of education and experience which provides the required knowledge, skills and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.
• Experience in preparing budget proposal documents and monitoring grant funds may be preferred.

Knowledge, Skills, And Abilities

• Knowledge of current policies, practices, and procedures for accounting, budget and finance, contracts, purchasing, and financial administration of funds.
• Knowledge of Board of Education organization and operations, policies and procedures.
• Ability to manage projects and multiple tasks simultaneously.
• Demonstrated ability to assist in planning, organizing and developing of programs/events.
• Demonstrated interpersonal, verbal, written and presentation communication skills.
• Ability to make decisions in accordance with established school policies and procedures.
• Knowledge of current office practices and procedures, business English, and spelling.
• Ability to exercise courtesy and good judgment in dealing with internal and external contacts.
• Demonstrated proficiency with business software (e.g. Microsoft Office Suite-Word, Excel, Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.
• Ability to use school based financial, student, and human resource records management systems.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Successful completion of all required tests.

Licenses/Certifications

• N/A

QUALIFICATION REQUIREMENTS for employment in Grade 9 by new hire or transfer:

In addition to all the requirements of Grade 8 listed above

• Two (2) years of successful experience.
• Associate’s degree in business administration, accounting, information systems, purchasing or a related field from a regionally accredited college or university.

Career Ladder Requirements

Eligibility for Consideration for Advancement from Grade 8 to Grade 9 requires:

• Two (2) years continuous successful experience in the position at the grade 8 level.
• Mastery of all responsibilities and duties of the position.
• Achievement of Professional Certification or evidence of course completion in pursuit of such certification.
• Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor.
• Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
• Consistent maintenance of an effective and orderly work environment.
• Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
• Above Satisfactory overall job performance for two most recent consecutive years.
• Recommendation of the supervisor.

Physical Requirements

• As required by the duties and responsibilities of the job.

VR21104

Established: 3/1/2020