What are the responsibilities and job description for the Secretary 4 position at Hillsborough County Public Schools?
The Secretary 4, Elementary, performs secretarial work involving moderately complex office and clerical duties, as well as bookkeeping and related accounting functions in the preparation and maintenance of financial records of an elementary school site. The Secretary 4, Elementary, performs secretarial and clerical tasks requiring independent judgement and action, including decision- making in accordance with organizational policies and procedures. Under the supervision of the school principal, the Secretary 4, Elementary, will perform bookkeeping duties associated with the effective financial operation of the school for the school activity fund as well as the school's supply budgets. Internal and external audits will play a role in employee evaluation.
SUPERVISORY EXPECTATIONS: Manage assigned clerical staff and subordinate professional personnel in one or more sections of the department. Take responsibility for the overall direction, coordination, and evaluation of assigned teams. Carry out supervisory responsibilities in accordance with the district’s policies and applicable state and federal laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
DISTRICT EXPECTATIONS: All district employees must:
- Demonstrate regular and predictable attention to the work.
- Support the district’s vision, mission, goals, and Strategic Plan.
- Engage in civility, respect, and professionalism.
- Maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.
- Serves as office manager and secretary for school principal.
- Prepares payroll and maintains in-school personnel records as directed.
- Manages substitute personnel as appropriate.
- Maintains school financial records, including generalized and specialized files.
- Maintains district-prescribed accounting and internal control procedures over school activity funds.
- Ensures established procedures are followed including receipting onsite funds (e.g. ticket sales, memory book purchases, field trips, fundraisers, etc.), prepares deposits, and ensures deposits are submitted to the bank within established timeframes.
- Prepares checks for disbursements based on approved check requisitions.
- Reconciles monthly bank statement and financial data for principal’s and Internal Auditing’s review.
- Monitors financial procedures with individuals responsible for school site financial operations within district guidelines (e.g., student activities, fundraisers, bookstore, athletic department, and student clubs).
- Processes and monitors purchase orders and purchasing card (P-card) transactions, receives and distributes all supplies, equipment, and textbooks in the prescribed computer system in accordance with district policies and procedures.
- On an emergency basis, operates the Health Clinic when necessary.
- Coordinates school maintenance requests.
- Monitors students in the office for various reasons.
- Makes designated school wide announcements and answers intercom/radios.
- Distributes, collects, and maintains building keys.
- Answers telephones and takes messages as appropriate.
- Utilizes district-provided email for day-to-day work-related correspondence.
- Opens and distributes mail and assembles material for use by principal. Prepares bulk mailings.
- Answers inquiries requiring interpretation of organization’s policy and procedures.
- Meets public and assists in completing forms, questionnaires and /or applications.
- Supervises a small number of employees.
- Performs any other duties as assigned.
Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the district.
Other information:
Dependability: Responds to requests for service and assistance. Follows instructions and responds to management direction. Takes responsibility for own actions. Meets attendance and punctuality guidelines.
Cooperation: Establishes and maintains effective relations. Exhibits tact and consideration. Displays positive outlook and pleasant manner. Offers assistance and support to co-workers. Works cooperatively in group situations. Works actively to resolve conflicts.
Customer Service: Displays courtesy and sensitivity. Manages difficult or challenging customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
Quality: Demonstrates accuracy and thoroughness. Displays commitment to excellence. Looks for ways to improve and promote quality. Applies feedback to improve performance. Monitors own work to ensure quality.
Use of Technology: Demonstrates required skills. Adapts to new technologies. Troubleshoots technological problems. Uses technology to increase productivity. Keeps technical skills up to date.
NOTE: School Board Policy ensures equal opportunity for all in its personnel policies and practices and does not discriminate on the basis of race, color, gender, religion, national origin, marital status, sexual orientation, gender preference, political beliefs, social/family background, disability or age.
The district accords preference in selection, retention, and promotion procedures to certain veterans and spouses of veterans who are Florida residents.
Experience: Two (2) years of increasingly responsible experience in secretarial, clerical, and bookkeeping. Supervisory experience preferred. One (1) year of required experience must be in accounting or bookkeeping records.
Language Skills: Reads and comprehends simple instructions, short correspondence, and memos. Writes simple correspondence. Effectively presents information in one-on-one and small group situations.
Mathematical Skills: Adds, subtracts, multiplies, and divides in all units of measure, using whole numbers, common fractions, and decimals. Calculates figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Performs these operations using units of American money.
Reasoning Ability: Applies common sense understanding to carry out simple instructions. Deals with standardized situations with only occasional or no variables.
Computer Skills: Knowledge of relevant and current computer software programs.
PHYSICAL DEMANDS:
Physical Activities: Standing, walking, sitting, handling, keyboarding, talking, hearing, and visual acuity.
Lifting Demands: Up to 10 pounds.
Reaching Activities: Both dominant and non-dominant hand; overhead.
Environmental Conditions: Noise Intensity: 3, moderate.
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All job postings close at 7:00 p.m. on the posted Closing Date. Applications must be submitted before this deadline.
Please carefully read all emails received to determine the status of your application submission.
Not Currently an Employee of our district?
- If you are seeking employment with Hillsborough County Public Schools.
Are you a current employee of Hillsborough County Public Schools?
- Eligible employees can find and apply for positions on the new employee experience on the Infor System (GHR Employee Space).
All current employees seeking transfer or promotion must apply through the Opportunities Link in Infor.
Employees who wish to transfer to a different position or location must satisfy the minimum requirements of the desired position.
Please review the skills/competencies listed on your employee profile to determine your eligibility.
Please review the job description for each job BEFORE applying. Each job description contains the required qualifications needed for the position.
Job description search: https://www2.sdhc.k12.fl.us/jobdescrs
If you need to update your skills/competencies, please contact Application Services at 813-840-7181.
You must ensure that you have the proper skills/competencies added to your employee profile PRIOR TO, OR SHORTLY AFTER, applying for any opening.
(Skill/competency updates are not necessary for employees seeking a lateral transfer [same job at a different location])
Salary Schedules
Our district salary schedules are available at: https://www.hillsboroughschools.org/page/welcome-to-hcps-employment