College Station Independent School District Job Description
Job Title:	Secretary, Principal ES	Reports to:		Principal
Wage Status:	Non-Exempt	Department/Campus:		Assigned Campus
Pay Grade:	Paraprofessional – PG 4	Work Days:	220	Revised:	07/2024

 

 

Primary Purpose:

Ensure efficient operation of elementary school administrative office and provide clerical services for department staff.

 

Qualifications:

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills:

• Proficient in Word and Excel
• Finance Plus
• Student Plus
• Exhibit a positive working relationship

Experience:

One to three years secretarial experience, preferably in public education environment

 

Major Responsibilities and Duties:

• Prepare written correspondence, forms, schedules, or reports using personal computer.
• Prepare meeting agendas and department communication as requested, using personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
• Maintain school calendar of events.
• Schedule meetings and appointments and maintain calendar for Director.
• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents as assigned.
• Perform routine bookkeeping tasks including simple arithmetic operations to maintain department budget records.
• Prepare and process purchase orders.
• Receive, store, and issue supplies and equipment.
• Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
• Assist with coordination of faculty meetings and department activities.
• Assist with department budget preparation.
• Maintain inventory of fixed assets, equipment, and supplies.
• Sort, distribute, or deliver mail and other documents.
• Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence. 
• Maintain supplies and services for all copiers and printers.
• Process all travel related staff expenses and all that goes along with the expenses.

Accounting

• Monitor department's budget, including encumbrances, expenditures, credits, and payments.
• Prepare reports as necessary. Compiles financial information related to campus (e.g. accounts payable/receivables, collecting, verifying, preparation of deposits all moneys collected, prepares documentation for payroll department on certificated, classified staffs and temporary staff, etc.)
• Conduct all transactions in a transparent manner. Maintains financial records related to student activities and/or events (e.g. ticket sales, yearbooks, dances, fundraisers, club activities, student projects, etc.) for the purpose of ensuring completeness and availability of records and compliance with district policy and state and other guidelines.
• Monitors financial procedures with individuals responsible for campus financial operations (e.g. student activities, fundraisers, student clubs, etc.) for providing services within established guidelines.
• Process and post AMS journal vouchers and file documentation.
• Collect record and process campus, department, and customer payments/deposits.
• Research discrepancies of financial information and/or documentation to ensure the accuracy and adhering to established procedures prior to processing.
• Reconcile financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Learn, utilize, and navigate district and departmental accounting software.

Records, Reports, and Correspondence

• Develop purchase activity reports weekly, and monthly, and quarterly campus departmental spending reports.
• Collect and review field trip finance documents for accuracy and timely completion of transactions.
• Prepare written and electronic materials of financials to convey compliance with established financial, legal and/or administrative requirements.
• Provides aspects of annual audit and pre-audit (registers, fundraiser summaries, copies of collection logs).
• Inform administration on the balance of each budget line as scheduled. 

Equipment used:

Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and display monitor

 

Other Duties and Responsibilities:

• Maintain confidentiality of information.
• Report to work in a timely manner according to assigned schedule.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.

Professional Conduct:

• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
• Avoid speaking badly about the district and district personnel.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer. The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

 

Regular district-wide travel to multiple work locations as assigned. Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 10-50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate.  The employee may spend long hours in intense concentration which requires attention to detail.  There are a number of deadlines associated with this position, which may cause significant stress.  The employee must also deal with a wide variety of people on various issues.  Regularly perform multiple, highly complex, tasks with a need to periodically upgrade skills in order to meet changing job conditions and compliance with legal guideline. Flexibility is required to independently work with others in a wide variety of circumstances and integrating into different school environments. Occasionally work prolonged and irregular hours.

 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

 

College Station ISD does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The district provides equal access to the Boy Scouts and other designated youth groups.