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Wake County Public School System · 1 day ago

Lead Secretary - Elementary/Middle School

Garner, NC

Full-time

Onsite

Entry, Mid Level

2+ years exp

Wake County Public School System is seeking a Lead Secretary for an Elementary/Middle School to perform advanced clerical and bookkeeping work. The role involves maintaining financial records, processing payroll, and serving as a liaison for Human Resources, ensuring smooth office operations.

Responsibilities

Maintains a complete and systematic set of records of all financial transactions as required by federal, state, and school board rules, regulations, policies, and laws, and reviews and reconciles accounts and budget reports on a monthly basis; performs thorough examination and analyses on statements and reports to ensure accuracy for work evaluation and audits

Analyzes, verifies and reconciles school budget reports to ensure s that maximized use of funds are in compliance with local, state and federal fiscal requirements

Composes complex financial correspondence for principal’s signature

Assists principal with budget development

Initiates and prepares budget transfers and amendments

Purchases materials for the school using a variety of approved purchasing methods. Initiates all purchase order request forms, obtains quotes for materials and necessary approvals, and maintains records of transactions. Reviews orders received and distributes merchandise received from vendors and the county warehouse

Initiates and reviews school contracts and prepares supporting documentation to ensure compliance policies and procedures

Initiates and prepares payment requests, (direct payments, purchase orders, travel requests), reviews for proper documentation, completes with proper budget codes, verifies available balances, identifies new account codes when necessary, obtains necessary approvals, resolves discrepancies, and maintains a file of all transactions

Initiates, prepares and processes transactions relating to the school’s purchasing card according to set procedures, tracks expenditures, and reconciles balances with Oracle on a monthly basis

Manages the school’s checking account to include receipt books audits, collects and verifies monies received from staff, ensures funds are delivered to the bank according to policy, issues school checks, reconciles the bank account, posts activities on the online payment software, reconciles the school account activity with Oracle, assists in district run audits of records and accounts

Trains backup bookkeeper to ensure they are familiar and able to perform the essential bookkeeping duties pertaining to Fund 6 in the absence of the school Bookkeeper

Answers inquiries from staff and parents pertaining to interpretation of school system’s financial policy and procedures

Maintains payroll records for school, including maintaining an accurate record of absences for school‐based employees in Oracle; receiving and processing staff timesheets for non-certified staff members; processing and tracking leave requests for staff members; answering questions on payroll; and serving as contact between school staff and Compensation Services

Serves as HR liaison for school staff, posts open positions, pulls requested Oracle reports; onboarding of new staff members; assists in HR problem solving and education informational sharing; contacts appropriate teams in HR to address employee needs, such as name/address changes, salary questions, workers’ compensation issues, and long-term leave requests

Monitors substitute system, checks substitutes in, and reports substitute status to Administrator

Submits work orders, as directed, by principal or assistant principal

Assists with master school calendar and schedules the use of the school facility, as assigned

Administers prescribed medication to students according to directions provided by medical professionals, as needed

Serves as a front office coordinator

Performs other related duties, as assigned

Qualification

Bookkeeping/accounting practicesMicrosoft OfficeOracle business applicationsRecord-keeping skillsBilingual EnglishSpanishOrganizational skillsCustomer service skillsCommunication skillsProblem-solving skillsConfidentiality

Required

Considerable knowledge of bookkeeping/accounting practices for revenue, expenses

Considerable knowledge of standard procedures for running a busy office

Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps

Strong organizational and record-keeping skills

Ability to effectively organize and maintain records

Ability to interpret standard accounting and financial statements

Ability to prepare reports and business correspondence

Ability to maintain confidentiality

Excellent customer service skills with the ability to calmly route concerns to appropriate staff

Ability to learn pertinent district policies and procedures rapidly, apply them in appropriate situations, and explain them to staff, parents, students, and the public

Ability to exercise independent judgment and initiative in completing work assignments and determine when to refer situations to supervisor

Ability to communicate information clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback

Ability to reason, work, and problem-solve independently in order to carry assignments to completion according to expected timelines while adhering to established policies and procedures; exercise judgement in the absence of clear directives

Ability to assist students with medication and health needs, as needed

Ability to establish and maintain positive and effective working relationships with diverse groups of school system staff, students, parents, external agencies, vendors, and the community

High school graduation or GED

Two years of bookkeeping/accounting experience

Two years of experience performing advanced clerical work