Job Details: This position is for the 2025-2026 school year

JOB SUMMARY
Performs responsible financial bookkeeping, clerical, and secretarial work in a secondary school. Work involves responsibility for the receipt and disbursement of school and student activity funds; preparing and maintaining school financial bookkeeping records and reports; and performing auxiliary clerical and secretarial duties in support of the work of the school office. Work in this class is distinguished from that of the Middle School Financial Secretary because of the greater number of accounts and complexity of the financial transactions. Work includes responsible contacts with the students, school administrators, instructional staff, Central Offices, and vendors. Employees in this job class exercise considerable independence in scheduling their work, making necessary contacts, and setting up their books in accordance with established Board bookkeeping practices and procedures.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Maintains a complete accounting system for the receipt and disbursement of school and student activity funds in accordance with established Board policies and procedures. Responsible for all related requirements (Preparation of accrual, financial, and sales tax reports, reconciliation of bank statements, etc.).
• Responsible for the accounting of monies and maintaining the records for free/reduced school lunch program.
• Receives and counts all monies and fees. Prepares and issues individual receipts. Prepares deposit slips. Deposits monies in bank.
• erifies vendor billings. Prepares authorization disbursement forms. Secures appropriate signatures. Writes checks and mails same accordingly.
• May maintain a petty cash, lunch, and/or change fund.
• Monitors the school’s purchasing privileges (MD Surplus Agency, etc.), and memberships (Price Club, etc.).
• Maintains a school internal purchase order system.
• May be required to attend school finance committee meetings for the purpose of recommending specific actions to be taken with respect to the school activity funds and reporting current information on individual account revenues and expenses.
• Assists in developing general school fund and athletic fund budgets by providing revenue and expense amounts for past years.
• Records Family and Consumer Services expenditures. Balances/verifies vendor invoices to record payments.
• Maintains and updates student obligation lists and amounts.
• Maintains a processing and filing system for requisition/purchase orders.
• May assist in preparing the payroll records.
• May prepare and complete after-school use of building request forms and reports.
• Operates standard office machines and equipment as assigned.
• May compile inventories of school textbooks and school property for submission to property control.
• Performs purchasing procedures in accordance with published guidelines. Enters requisitions for a variety of MOI materials, supplies, and services into financial records management system. Contacts vendors by letter, phone, or fax to place orders and determine status of orders. Balances and verifies MOI printouts.
• Distributes supply orders to departments.
• Processes goods received through Purchasing system by verifying packing slips, distributing goods to departments, and forwarding documentation for payment.
• May maintain a shipping/receiving log.
• May process Workman’s Compensation forms.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.
• Other: specialized courses including accounting principles and related computer concepts preferred.

Experience

• Three (3) years progressively responsible accounting/bookkeeping experience of which one (1) year has been at the Middle School Financial Secretary level required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge of school accounting and bookkeeping policies, practices, and procedures.
• Ability to make decisions in accordance with established school policies and procedures.
• Ability to exercise courtesy and good judgment in dealing with students, parents, administrators, other employees, vendors, and the general public.
• Ability to use school based financial, student, and human resources records management systems.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

CAREER LADDER REQUIREMENTS

Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires:

• Two (2) years additional successful experience required.
• Achievement of Professional Certification or Certificate in Finance or Accounting, Associate’s degree in business administration, accounting, information systems, purchasing or a related field from a regionally accredited college or university, or Completion of coursework or workshops leading towards professional certification required.

Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires:

• Two (2) years continuous successful experience in the position at the Lower Grade level.
• Mastery of all responsibilities and duties of the position.
• Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description, performance evaluations and/or the supervisor’s documented recommendation are required.
• Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
• Consistent maintenance of an effective and orderly work environment.
• Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
• Above Satisfactory overall job performance for the two most recent consecutive years of Performance Ratings.
• Letter of Recommendation written by the supervisor.

Additional Requirements for Advancement from Lower Grade to Higher Grade requires:

• Achievement of Professional Certification or Certificate in Finance or Accounting, Associate’s degree in business administration, accounting, information systems, purchasing or a related field from a regionally accredited college or university, or Completion of coursework or workshops leading towards professional certification required.

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here 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.

Physical Demands

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office, school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: between 1/3 and 2/3 percent of the time

Weight & Force
Lifting and carrying requirements

• Up to 20 pounds: under 1/3 percent of the time

Travel Requirements

• N/A

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION