Secretary To The Principal Mentor/Floater

Release Date: November 20, 2023 Application Deadline: December 4, 2023
Requisition 10433
Current benefited staff of SMCPS who submit a timely application and meet the minimum qualifications for the position shall be granted an interview and shall be considered to fill the vacancy prior to external applicants being considered. Questions regarding your application and/or candidacy should be directed to the Department of Human Resources.
Position: Secretary to the Principal Mentor/Floater
(twelve-month assignment)
Salary: The salary for this position will be based on the EASMC-EPS salary schedule for twelve-month seven-hour employees - Range 17 ($44,268 - $66,960)
Location: Department of Fiscal Services/Various Sites
Effective: December 2023
APPLICATION PROCEDURES:
Qualified applicants, including current employees of St. Mary's County Public Schools, must complete a TalentEd online application. In addition to the online application, any support documentation (copy of certification where applicable) must be scanned and uploaded to the TalentEd application. The online application and any support documentation must clearly demonstrate that the applicant meets the minimum qualifications, including information about the applicant's background, experience, and professional qualifications. Failure to submit all required documentation will result in your application being considered incomplete. Incomplete applications will not be forwarded to the selection committee for review. All online applications must be completed no later than December 4, 2023. Following a screening of credentials, interviews will be scheduled. Please contact the Department of Human Resources with questions (301-475-5511, ext. 32187).
NATURE OF WORK:
This is a highly skilled secretarial position, expected to have the capacity to go from school to school as needed to fill in for secretarial or high school financial assistant vacancies, in either a long-term or short-term capacity. The employee performs secretarial work of considerable difficulty, typically works independently and may assume a major segment of the office work at a school. This position will perform the secretarial, financial, and clerical work in a school. This unique position will also serve as a mentor to school-based secretaries for such items as fiscal compliance and training. The work is performed under the direction of the Supervisor of Accounting, as well as the school principal.
ESSENTIAL FUNCTIONS:

• Maintain a clean driving record and be able and willing to travel between central administration and various school sites;
• Coordinate training of secretaries with various schools;
• Communicate with parents, staff, and other necessary parties in a calm and respectable manner;
• Schedule appointments;
• Serve as a temporary/floating Secretary to schools;
• Establish and maintain significant, sensitive, and confidential files, documents, and records;
• Prepare correspondence;
• Ability to make decisions in accordance with regulations and established policies;
• Ability to communicate courteously and tactfully with students, teachers, parents, and the general public;
• Ability to work under a minimum amount of supervision;
• Ability to communicate effectively, orally, and in writing;
• Train or assist the school in preparing and maintaining financial records including payroll, leave, and school activity funds;
• Train on the use of SMCPS document storage system (DocStar);
• Train or assist with scheduling school facilities and maintaining policies and regulations related to the use of school facilities;
• Train or assist with the maintaining of ledgers and journals, make bank reconciliations, and prepare reports, statements, and summaries;
• Train and is the primary point of contact for Quicken and school-based year-end rollovers;
• Project a positive image of the school to the school community and the public;
• Utilize technology to perform tasks;
• Maintain integrity and confidentiality; and
• Report to work daily and on time.

DUTIES AND RESPONSIBILITIES:

• Train and serve as a mentor to school-based secretaries;
• Train or assist the school in generating purchase requisitions and confirm delivery, including direct contact with vendors;
• Compose routine and non-technical correspondence and prepare special reports and summaries as required;
• Screen incoming telephone calls; answer general inquiries and direct telephone calls to other school personnel;
• Review incoming mail, obtain and attach pertinent information, prioritize and route to school personnel as appropriate;
• Train or assist the school in maintaining time records and compute hours worked within pay periods for teachers, staff, and substitutes;
• Provide guidance and utilize SmartFind Express for leave reporting;
• Assists with year-end collection of School Activity 1099 vendor information;
• Assists with year-end collection of School-based inventories;
• Assist the school, as needed, in receiving, counting, and documenting money collected from various school organizations;
• Train or assist the school in verifying the accuracy of required deposit summaries;
• Train or assist the school in preparing deposit slips; deposit monies in the bank; credit appropriate accounts;
• Train or assist the school in verifying authorization on check requests and vendor billings; verify that source documents are provided;
• Train or assist the school in the printing of checks; secure appropriate signatures; debit appropriate accounts;
• Train or assist the school in the filing of the Maryland State Sales and Use Tax reports;
• Provide guidance on the School Activity Fund financial accounting and reporting procedures manual;
• Assists in the development and maintenance of the School Activity Fund Manual;
• Acts as the help desk for questions regarding school activity financial procedures;
• Assists with the management and is the primary point of contact for MySchoolBucks or other School Activity software;
• Acts as an administrator for duties involving facilities usage and the associated School Dude software;
• Acts as backup to the Fiscal Records Specialist; and
• Perform other related duties as assigned.

QUALIFICATIONS:

• Graduation from high school; including or supplemented by specialized courses in accounting or bookkeeping;
• Three (3) years of school or school system office secretarial experience required, with experience in accounting/bookkeeping work with a combination of experience providing the following knowledge, abilities, and skills:
  • Considerable experience with Quicken, QuickBooks, eFinance, or other financial software packages;
  • Considerable knowledge of bookkeeping and accounting principles, techniques, procedures, and methods preferably in a school setting.
• Passing score on a proficiency exam conducted by SMCPS (applicants must establish proficiency prior to accepting employment);
• Some knowledge of Maryland Sales and Use Tax law preferred;
• Some knowledge of School Dude and MySchoolBucks preferred;
• Thorough working knowledge of office technology, including office equipment and software;
• Considerable knowledge of school system reports, procedures, and processes;
• Considerable knowledge of effective office practices and procedures; and
• Skilled in the operations of office software to include Microsoft Office and Google WorkSpace; and
• Pursuant to the Federal Fair Credit Reporting Act and the Maryland Department of Labor and Licensing, a credit report or credit history for the purpose of consideration of employment with St. Mary's County Public Schools will be required in this fiduciary position.

TERM OF EMPLOYMENT:
Full-time twelve-month position.
SALARY GRADE RANGE:
The salary for this position will be based on EASMC-ESP salary schedule for twelve-month seven-hour employees - Range 17.
BARGAINING UNIT ELIGIBILITY: EASMC-ESP
The Board of Education reserves the right to reject any or all applicants, re-advertise and/or withdraw the positions.
The St. Mary's County Public School System does not discriminate on the basis of race, color, gender, age, national origin, marital status or sexual orientation, religion, or disability in matters affecting employment or providing access to programs.