Financial Secretary to the Office of School Administration

Terms of Employment: 12 Months
Exemption Status: Non-Exempt 
Salary Scale: UA G11-G12
https://www.ccboe.com/careers/salary-scales 

Job Summary 
Provides centralized financial and administrative support at the district level. Manages budget transactions, assists with payroll and accounts payable processing, maintains departmental records, and ensures compliance with district fiscal procedures and timelines. Supports specific departmental needs such as Transportation, including payroll processing for contracted and hourly staff, vendor payments, and related reporting. 

Education and Experience 
•    Education: High school diploma or equivalent, supplemented by specialized courses or training equivalent to one year of college. 
•    Experience: Three (3) years of experience in office administration or management, including finance-related duties, or an equivalent combination of education and experience. 
•    Other Requirements: 
o    Must possess a valid driver’s license. 
o    Certified Administrative Professional (CAP) preferred.

Qualifications  
•    Knowledge of public sector financial systems, budget administration, and district accounting procedures. 
•    Skill in Microsoft Office and spreadsheet-based financial tracking. 
•    Skill in preparing financial reports, tracking district expenditures, and processing vendor payments. 
•    Ability to prioritize tasks, manage high volumes of data, and communicate with district staff and external partners. 
•    Ability to maintain confidentiality and manage multiple departmental priorities.

Essential Job Functions
•    Processes daily financial transactions, including deposits, purchase requisitions, POs, invoices, and P-Card reconciliations. 
•    Assists with payroll processing, time entry, and personnel documentation for assigned departments, including Transportation. 
•    Tracks department budgets, prepares expenditure reports, and reconciles accounts for accuracy and compliance. 
•    Responds to vendor and staff inquiries regarding payment status, outstanding purchase orders, and financial discrepancies. 
•    Prepares and maintains reports such as cost analyses, budget summaries, travel reimbursements, and personnel changes. 
•    Orders and maintains supplies and uniforms for assigned departments. 
•    Provides administrative support, including phone coverage, document preparation, and recordkeeping. 
•    Supports audits and internal reviews by preparing and submitting required documentation. 
•    Coordinates with the Accounting Office, Human Resources, and assigned departments to ensure compliance with financial procedures. 
•    Train and support Principal Secretaries on financial responsibilities.
•    Cover financial responsibilities when Financial Secretaries are on extended leave or if there is a vacancy.
•    Performs other duties as assigned. 
 
Environmental Factors and Physical Requirements
The environmental factors and/or physical requirements of this position include the following: While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk, and hear.

Charles County Public Schools reserves the right to re-advertise and modify the content of vacancy announcements at any time; however, this may be the only notice for this position during the noted advertisement period.

The Charles County public school system does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability in its programs, activities, or employment practices. For inquiries, please contact Dr. Michael Blanchard, Title IX/ADA/Section 504 Coordinator (students) or Nikial M. Majors, Title IX/ADA/Section 504 Coordinator (employees/ adults), at Charles County Public Schools, Jesse L. Starkey Administration Building, P.O. Box 2770, La Plata, MD 20646; 301-932-6610/301-870-3814. For special accommodations, call 301-934-7230 or TDD 1-800-735-2258 two weeks prior to the event.