December 14, 2017

This position is a combination of a half-time 10-month School Secretary for the METCO and World Languages Departments and a half-time 12-month Senior School Bookkeeper assigned to various Needham High School Departments. The departments for which bookkeeping services currently are performed include, but are not limited to: METCO, World Languages, Math, and Science.

METCO Secretary:
Is responsible for all district-wide K-12 activities related to supporting the department director. Essential functions and duties of the position:

Communication with Boston resident families
Communicate with students
Attend weekly METCO Staff meeting
Assists with community outreach
Assist Parent Advisory Board Co-chairs in parent communications
Initiate and coordinate the new student placement process
Event planning
Act as liaison between district staff and the METCO department staff.
Acts as a liaison with METCO staff
Communicates with METCO Inc. regarding policy and student information.
Manages, sorts and distributes mail
Meets deadlines
Edits correspondence and documents

World Languages Secretary:

Is responsible for all district-wide K-12 activities related to supporting the department director. Essential functions and duties of the position:

Greets visitors and responds to questions and concerns
Assists with the scheduling, management, distribution collection and processing of standardized testing (National Exams for French, Latin, Spanish and Mandarin)
Performs routine tasks such as filing, faxing, copying and data entry
Answers phone and responds to questions from parents, students and other district personnel
Manages, sorts and distributes mail
Meets deadlines
Edits correspondence and documents
Event planning (French Night, Chinese New Year Night, National Honor Society Induction Celebrations and International Travel for students)
Coordination of substitute coverage and distribution of teaching materials by day or by period (provides teaching materials, classwork copies and tech support to substitute teachers)
Communicates with the World Languages Director regarding teacher needs, student discipline and and parent inquiries, across school sites
Provides student intervention to support teachers and director when director is off-site (maintains discipline log, records student account of event(s)

Senior Bookkeeper:
Under the joint supervision of the Assistant Superintendent for Finance & Operations and supervising administrator(s), performs bookkeeping/accounting work related to the maintenance of school accounts.

Essential Tasks:

Works with the department directors to develop and monitor school budgets.
Oversees the preparation and coordination of expenses from school operating, special revenue (grant/donation/revolving), capital and student activity accounts.
Oversees and monitors school petty cash allocation, if applicable.
Processes accounts payable transactions: receives, approves and enters purchasing requisitions from school staff; prepares and assembles procurement and contract documentation for applicable transactions; receives and verifies delivery of goods and services; assists in the preparation of invoice batches for processing; works with Central Office to ensure payment is made for proper items.
Processes accounts receivable transactions; receives and processes funds for deposit in accordance with cash management rules; prepares and assembles transmittal documentation (cash receipts, deposit tickets, receipt logs, cash drawer reconciliation sheets, ticket sales reconciliations, etc.)
Ensures proper coding of transactions, in consultation with the Assistant Superintendent for Finance & Operations.
Performs monthly and quarterly account reconciliations
Prints, distributes and interprets financial activity reports to school staff members.
Participates in routine training for school bookkeeper conducted by the School Accounting Office
Provides information and assistance to staff members on financial/accounting issues, position authorization, policy and procedures.
Works with Central Office to ensure school-wide compliance with financial and administrative policies and procedures.
Collects, verifies and submits payroll information for processing.
Maintains information about authorized positions.
Assists the supervising administrator with position requisition and change requests.
Ensures and maintains the confidentiality of school personnel data
Assists with time and effort certifications (as required)
Provides support and assistance to staff members in areas of records retention, insurance and accident claims, procurement, etc.
Coordinates the Needham High School scholarship process (as required): updates and maintains the scholarship database; prepares reports for donors, school staff and Town finance officials; monitors trust fund balances, verifies awards are made according to scholarship criteria and available balances.
Responsible for preparing and submitting e-rate, Medicaid, Circuit Breaker and other claims for funding, as assigned. Maintains/submits documentation required by state and federal agencies.
Provides information and assistance to school auditors; works cooperatively with the Assistant DIrector of Finance & Operations to perform internal audits of school accounts and functions.
Responsible for monitoring and replenishing school inventories.
Updating the fixed asset inventory database.
Monitoring use of school copiers: ensures copiers have adequate supplies and are serviced regularly. Maintains counts and ensures copies are credited to proper staff members.

Minimum Education and Training:
Requires High School Diploma or GED and two years bookkeeping experience. An Associates Degree in Accounting/Bookkeeping can be substituted for years of experience requirement.
Key Knowledge, Skills, and Abilities:
Has an awareness and experience working with Boston communities
Has experience working with diverse populations
Knowledge of bookkeeping/accounting principles.
Knowledge of financial software and applications.
Computational and analytical skills.
Ability to maintain confidentiality and handle difficult situations with sensitivity and tact.
Experience and knowledge in a customer service environment
Knowledge of school office environments
Knowledge and experience with school office technology and equipment
Skill in written and oral communications
Ability to organize, prioritize work responsibilities and use time efficiently
Ability to calmly and professionally interact with students, parents, teachers, co-workers and visitors in a dynamic environment.

Supervision and Evaluation:
This position will be jointly hired, appointed and evaluated by the Principal, the Assistant Superintendent for Finance & Operations and Supervising Administrator(s). Day-to-day supervision will be provided by the Directors and Principal.

Minimum Qualifications and Standards Required:
Must be physically able to operate a variety of automated office machines and equipment, including a computer, basic office equipment, adding machine, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Must be able to lift/carry weights of five to ten pounds.

The half-time secretary position range is from $19.07 - $25.35/hr, and the half-time bookkeeper position range is $21.02 - $27.96/hr depending uopn experience. It is expected the hourly rate for this position will be no higher than the mid-range. Full time staff work a 35 hour work week.

Please see more details on compensation, benefits and working conditions in the Unit D Collective bargaining agreement

Selection Procedure:
All resumes will be screened and selected candidates will participate in a thorough interview process

Application Procedure:
Please apply online. The application will be considered only when the online application is completed and a cover letter, resume and three letters of recommendation have been attached to your online application.

It is the policy of the Needham Public Schools not to discriminate on the basis of race, gender, religion, national origin, color, homelessness, sexual orientation, age, or disability in its education programs, services, activities or employment practices.

The Needham Public School System is a member of METCO, Empowering Multicultural Initiatives (EMI) and the Greater Boston School Human Resources Network. Candidates who have a strong commitment to active anti-racism are encouraged to apply.