What are the responsibilities and job description for the Clerical C – Financial Clerk - Hathaway School position at Portsmouth School Department?
Title: Clerical C Financial Clerk Reports to: Building PrincipalWork Year: 220 DaysWork Day: 8:30AM - 4:00PMStatement of DutiesThis class of Clerical C Financial Secretary is common to several schools where the duties are of similar complexity, and responsibility, but where the actual work tasks are apt to be somewhat different. Performs a wide variety of complex secretarial assignments including initiating and typing correspondence and reports, maintaining an office filing system and preparing forms and other documents with speed and accuracy. The term "may" is used to allow for individual differences, and should be taken to mean, "may not" as well. Duties are descriptive but not restrictive, and not all of the duties listed are necessarily performed by all members of the class.SupervisionIncumbent works under the general direction and supervision of the building administrators.
In most instances, incumbent plans and carries out regular work in accordance with standard procedures and previous training. Technical and policy matters are discussed with superior(s). Most day-to-day work is performed with a high degree of independence. Must observe office procedures, labor agreements, and state and local laws, rules and regulations.Job EnvironmentWork at this level involves both standard and non-standard practices and procedures that require the incumbent to analyze and evaluate facts and circumstances.
Incumbent is expected to process and handle a number of details with accuracy and completeness. In most instances, standard practices and general work applications govern the work activity of the incumbent, but are not always clearly applicable. The incumbent is expected to use judgment in selecting the appropriate course of action.Errors made could result in delay or loss of service, monetary loss, or legal liability.The incumbent has constant contact with the public through office proceedings and activities, answering of questions, civil process, payments, recording of checks, and discussing matters with family members. Other contacts are typically with other state, local, or educational agencies, volunteer groups, other school departments and personnel such as school secretaries and building principals.
Contacts occur in person, through use of the telephone and other communications equipment and writing.The incumbent may have access to information pertaining to lawsuits against the School Department, and may have access to confidential employee records and collective bargaining matters. Incumbent works on a fixed daily shift.Position FunctionsThe essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Essential Common Functions1.Maintains financial and/or program records; performs arithmetical computations, including department payroll, accounts payable and receivable, perform purchasing functions for department, compile budget data and information.2.Maintains Student Activities Funds (SAF) accounting records, follows SAF policies and procedures, cuts SAF checks and reconciles bank statements and general cash accounts.3.Use of Phoenix, Quick Books, Quicken or similar accounting software to maintain SAF accounting records and perform SAF duties.4.Receives monies for a number of diverse purposes, record receipts into appropriate accounts, and balance receipts against postings. Tracks and compiles financial data and budget information for the principal.5.Makes cash deposits at the bank and reconciles deposits to the financial systems.6.Establishes, maintains, updates, and reviews vendor files, making changes when required.7.Receives, opens, screens and distributes mail to proper persons; receive telephone calls and furnish assistance to callers and office visitors.8.Sets up hearings and meetings; takes notes or from tape recordings transcribes them in to the form of minutes; notifies interested parties of meetings/hearings.9.Attends a counter or reception desk, answering routine inquiries and complaints and routes requests to appropriate staff; explains procedures and/or policies based on knowledge of school services.10.Prepares purchase orders, ensuring accuracy and maintenance of detailed records.11.Performs other duties as assigned.Minimum Qualifications Education and ExperienceA candidate for this position should be a high school graduate or equivalent and successfully completed courses in bookkeeping, typing, and office procedures; one (1) to three (3) years office administration experience, or an equivalent combination of education and experience.
Experience and knowledge working with financial software, reconciling cash accounts, running financial reports and cutting vendor checks required.Knowledge, Skills, and AbilitiesA candidate for this position should have a good working knowledge of Business English, spelling and arithmetic; modem office equipment and software, practices and procedures, and basic elements of personnel management record keeping. A candidate should have the ability to make arithmetical computations and tabulations with speed and accuracy, to take and transcribe dictation, keep complex clerical records and prepare accurate reports from such records, prepare effective correspondence on routine matters and perform routine office management details without referral to a supervisor, and establish and maintain effective working relationships with other employees and the general public. Operates a variety of office equipment, including typewriter, calculator, word processor, computer and other common office machines in a timely and accurate manner. Proficiency in Google Suite, Microsoft Office (Word, Access, Excel, and PowerPoint) is required, and student information systems is strongly preferred.
Ability to establish effective working relationships with staff, students, and parents. Ability to follow written and oral instructions in the completion of assigned tasks in a timely and accurate manner.Physical & Mental RequirementsWork is performed primarily in an office setting. The incumbent works in a moderately noisy setting. There is minimal risk of personal injury.
Physical demands generally involve standing, walking, climbing or balancing, stooping, kneeling, crouching, sitting, talking or listening/hearing, or reaching with hands and arms. Frequently weight is lifted or force exerted up to 10 lbs., occasionally weight is lifted or force exerted up to 30 lbs.; seldom is weight lifted or force exerted up to 60 lbs. The position has normal vision requirements. Equipment operated includes but is not limited to personal computers, office machines, copiers, and calculators.
In most instances, incumbent plans and carries out regular work in accordance with standard procedures and previous training. Technical and policy matters are discussed with superior(s). Most day-to-day work is performed with a high degree of independence. Must observe office procedures, labor agreements, and state and local laws, rules and regulations.Job EnvironmentWork at this level involves both standard and non-standard practices and procedures that require the incumbent to analyze and evaluate facts and circumstances.
Incumbent is expected to process and handle a number of details with accuracy and completeness. In most instances, standard practices and general work applications govern the work activity of the incumbent, but are not always clearly applicable. The incumbent is expected to use judgment in selecting the appropriate course of action.Errors made could result in delay or loss of service, monetary loss, or legal liability.The incumbent has constant contact with the public through office proceedings and activities, answering of questions, civil process, payments, recording of checks, and discussing matters with family members. Other contacts are typically with other state, local, or educational agencies, volunteer groups, other school departments and personnel such as school secretaries and building principals.
Contacts occur in person, through use of the telephone and other communications equipment and writing.The incumbent may have access to information pertaining to lawsuits against the School Department, and may have access to confidential employee records and collective bargaining matters. Incumbent works on a fixed daily shift.Position FunctionsThe essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Essential Common Functions1.Maintains financial and/or program records; performs arithmetical computations, including department payroll, accounts payable and receivable, perform purchasing functions for department, compile budget data and information.2.Maintains Student Activities Funds (SAF) accounting records, follows SAF policies and procedures, cuts SAF checks and reconciles bank statements and general cash accounts.3.Use of Phoenix, Quick Books, Quicken or similar accounting software to maintain SAF accounting records and perform SAF duties.4.Receives monies for a number of diverse purposes, record receipts into appropriate accounts, and balance receipts against postings. Tracks and compiles financial data and budget information for the principal.5.Makes cash deposits at the bank and reconciles deposits to the financial systems.6.Establishes, maintains, updates, and reviews vendor files, making changes when required.7.Receives, opens, screens and distributes mail to proper persons; receive telephone calls and furnish assistance to callers and office visitors.8.Sets up hearings and meetings; takes notes or from tape recordings transcribes them in to the form of minutes; notifies interested parties of meetings/hearings.9.Attends a counter or reception desk, answering routine inquiries and complaints and routes requests to appropriate staff; explains procedures and/or policies based on knowledge of school services.10.Prepares purchase orders, ensuring accuracy and maintenance of detailed records.11.Performs other duties as assigned.Minimum Qualifications Education and ExperienceA candidate for this position should be a high school graduate or equivalent and successfully completed courses in bookkeeping, typing, and office procedures; one (1) to three (3) years office administration experience, or an equivalent combination of education and experience.
Experience and knowledge working with financial software, reconciling cash accounts, running financial reports and cutting vendor checks required.Knowledge, Skills, and AbilitiesA candidate for this position should have a good working knowledge of Business English, spelling and arithmetic; modem office equipment and software, practices and procedures, and basic elements of personnel management record keeping. A candidate should have the ability to make arithmetical computations and tabulations with speed and accuracy, to take and transcribe dictation, keep complex clerical records and prepare accurate reports from such records, prepare effective correspondence on routine matters and perform routine office management details without referral to a supervisor, and establish and maintain effective working relationships with other employees and the general public. Operates a variety of office equipment, including typewriter, calculator, word processor, computer and other common office machines in a timely and accurate manner. Proficiency in Google Suite, Microsoft Office (Word, Access, Excel, and PowerPoint) is required, and student information systems is strongly preferred.
Ability to establish effective working relationships with staff, students, and parents. Ability to follow written and oral instructions in the completion of assigned tasks in a timely and accurate manner.Physical & Mental RequirementsWork is performed primarily in an office setting. The incumbent works in a moderately noisy setting. There is minimal risk of personal injury.
Physical demands generally involve standing, walking, climbing or balancing, stooping, kneeling, crouching, sitting, talking or listening/hearing, or reaching with hands and arms. Frequently weight is lifted or force exerted up to 10 lbs., occasionally weight is lifted or force exerted up to 30 lbs.; seldom is weight lifted or force exerted up to 60 lbs. The position has normal vision requirements. Equipment operated includes but is not limited to personal computers, office machines, copiers, and calculators.
Para- Educator- 1:1
Ellen R. Hathaway Elementary School -
New Bedford, MA
Clerical B 220 days – Portsmouth Middle School
Portsmouth School Department -
Portsmouth, RI
