Secretary to Chief Financial Officer

JOB TITLE:

Secretary to the Chief Financial Officer

WAGE/HOUR STATUS:

Nonexempt

REPORTS TO:

Chief Financial Officer

PAY GRADE:

CT 307

DEPT/SCHOOL:

Central Office

LENGTH OF ASSIGNMENT:

226 days

DATE REVISED:

12/2025

PRIMARY PURPOSE:

To provide secretarial support to the office of Business and Operations.

Qualifications :

Education/Certification:

High school diploma or equivalent.

Special Knowledge/Skills:

Demonstrate the ability to handle multiple tasks at the same time and deal with timelines.

Must demonstrate a positive attitude, communicate effectively with the community, staff and business community.

Must be proficient with Microsoft Excel and have experience with other business accounting software systems. Must have ability to operate office equipment (i.e. computer, fax, copy and telephone) with a reasonably high degree of proficiency.

Must be able to create correspondence and memos with minimal instructions.

Experience:

Five years secretarial experience or 30 semester hours of college credit or equivalent training and 3-5 years' experience as an administrative secretary.

Major Responsibilities and Duties:

• Present a positive role model that supports the mission of the school district.

• Receive Chief Financial Officer's visitors (School Board Members, staff, community members, school patrons, etc.) in a courteous manner.

• Serve as liaison for Chief Financial Officer and promote positive and effective communication with other administrators, district staff, parents, community, and others.

• Coordinates the ordering of election supplies, appointment of election judges, mail-in and Election Day duties and assists the election officer, appointed by Board, as necessary.

• Coordinate conference/workshop registration, travel, and housing arrangements for Chief Financial Officer, Director of Accounting and/or Purchasing Agent.

• Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.

• Make routine decisions in accordance with established priorities and policies, organize and manage routine work activities of the Division of Business and Operations, including but not limited to placing and receiving telephone calls, screening and channeling calls as appropriate; scheduling appointments and maintaining calendars, maintain records of the office, process work orders, purchase orders.

• Assist in research and gathering of data for division, organizing information into usable form which may include drafting correspondence, documents and weekly documents.

• Organize and manage routine work activities of the Division of Business and Operations office.

• Order and maintain office supplies.

• Process construction documents as required by the bond program.

• Perform bookkeeping duties for department activity funds for Central Office, Maintenance, Transportation, Technology, Special Education.

• Cash Handling - issuing receipts and making bank deposits in a timely manner.

• Posting of athletic, federal & state, food service, and general operating deposits.

• Input journal entries for payroll and TRS transactions.

• Payment of district-wide copier rental invoices.

• Set up new accounts and maintain vendor files in accounting system.

• Cross train as needed by department.

• Perform duties as assigned by Chief Financial Officer, Director of Accounting and/or Purchasing Agent.

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, typewriter, printer, copier, fax machine and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Position may require periods of sitting at computer or standing at copier; lifting of boxes; use of vehicle to make bank deposits and pick up supplies as necessary; may be necessary to work after hours to complete projects.

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.