Financial Secretary for Student & Staff Services Supervisor: Assistant Superintendent of Student and Staff Services Purpose: Supports and complements the goals and vision of the Board of Education through the promotion of executive secretarial service to the office of Student & Staff Services. Scope: The Financial Secretary for Student & Staff Services will play a critical role in ensuring the efficient operation of the office, particularly in managing the financial aspects of the department... more details
Financial Secretary
JobID: 7500
Position Type: Secretarial/Clerical/Secretary - 12-Months
Supervisor: Assistant Superintendent of Student and Staff Services
Purpose: Supports and complements the goals and vision of the Board of Education through the promotion of executive secretarial service to the office of Student & Staff Services.
Scope:
The Financial Secretary for Student & Staff Services will play a critical role in ensuring the efficient operation of the office, particularly in managing the financial aspects of the department. This position requires a highly organized individual with strong accounting and bookkeeping skills to manage payroll, budget entries, and monitor budget encumbrances and bills. Additionally, the role involves significant data management responsibilities for several key educational reporting systems.
Key Responsibilities:
Accounting and Bookkeeping:
Manage and process payroll for the department.
Enter and maintain special education budgets.
Monitor budget encumbrances and ensure accurate tracking of expenditures.
Process and review bills, ensuring timely payments and accurate record-keeping.
Reconcile accounts and prepare financial reports for the Assistant Superintendent.
Assist in the preparation of annual budgets and financial forecasts.
Financial Management:
Monitor and report on the financial status of the special education department.
Maintain detailed records of all financial transactions.
Ensure compliance with financial policies and procedures.
Assist with audits and provide necessary documentation and explanations.
Data Management:
Serve as the Data Manager for SEDAC (Special Education Data Application and Collection).
Oversee data entry and management for CTSEDS (Connecticut Special Education Data System).
Manage High Cost data reporting, ensuring accuracy and timeliness.
Compile and submit required reports to state and federal agencies.
Administrative Support:
Provide administrative support to the Assistant Superintendent of Staff and Student Services.
Coordinate meetings, prepare agendas, and take minutes.
Handle correspondence, phone calls, and inquiries in a professional manner.
Maintain confidential records and files.
Create and maintain accurate spreadsheets with calculations and databases as necessary.
Assist with special projects and initiatives as needed.
Other Responsibilities:
Process purchase orders and invoices, as necessary, through computer-based system.
Assist with budgetary matters including tracking and measuring expenses against budgets and assisting with annual budget preparation.
Develop tools and processes that facilitate ongoing audits and analysis of student and/or district data.
Identify, execute, and manage deadlines, action items, and related schedules which ensure timely processing of required actions.
Develop computer models, including, but not limited to, charts, graphs, reports, and formal PowerPoint presentations, as required.
Perform day-to day office duties such as answering telephone inquiries, screening calls, and directing calls, as necessary; screening/answering emails; performing word processing duties, faxing, proofreading, and photocopying; sorting/processing department mail; maintaining inventory of department supplies.
Conduct independent research in a timely manner and report the same to Assistant Superintendent.
Ensure confidentiality of student data and related files in accordance with FERPA guidelines and retention requirements.
Manage all administrative matters connected with the smooth functioning of the office of the Assistant Superintendent of Student and Staff Services.
Assist in placement of students, student records, support of the instructional programs in the schools.
Perform other related duties, as assigned by direct Supervisors, Superintendent or designee.
Skills Requirements:
Ability to identify, prioritize and complete multiple projects on-time, within required deadlines
Ability to succeed in a fast-paced environment while managing multiple priorities simultaneously and with minimal direction or supervision
Ability to communicate and interact effectively with all organizational levels including staff, students, parents, and members of the community in a congenial and helpful manner.
Demonstrated ability to use Microsoft Access software and financial database systems comparable to ALIO.
Demonstrated proficiency using Google Office Suite and Microsoft Office Suite including Word, Excel, PowerPoint; Google Drive, Gmail and Google Calendar
Willingness to learn new software and technology to increase proficiency and in accordance with job demands.
Strong organizational skills and attention to detail.
Ability to conduct independent research as required.
Ability to manage budget as required.
Qualification Requirements:
Associate degree or higher in Accounting, Finance, Business Administration, or a related field.
Experience in handling payroll and payroll-related issues
Demonstrated success working in a time-sensitive environment requiring minimal direction
Minimum of five (5) years of solid business office or related experience required
Proven experience in accounting and bookkeeping, preferably in an educational setting.
Experience with educational data systems such as SEDAC, CTSEDS, and High Cost reporting is preferred.
Compensation:
The salary for this position is determined in accordance with the provisions of the current Stratford Association of Educational Secretaries
Full Year Position
Grade 13; 1.0 FTE
Physical Demands: The physical demands described here are representative of those that are typically met by an employee in order to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, employees often stand, walk, sit, bend, lift, stoop, kneel, and work throughout the day at a computer station. The employee may be required to reach with hands and arms. Specific vision abilities typically include vision, distance vision, and the ability to adjust focus.
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