Bookkeeper Secretary Department:

JOB GOAL:

Responsible for performing advanced bookkeeping and clerical activities, and providing general office support. This includes posting, classifying, computing, comparing and filing financial data to process and maintain financial records in accordance with established procedures. This position works independently under general supervision.

ESSENTIAL DUTIES & RESPONSIBILITIES:

The following statements of duties and responsibilities are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position.

1. Maintain and update internal accounts, ensuring that cash and other funds are received, balanced, deposited and/or disbursed according to district, state and federal guidelines.
2. Prepare monthly and adhoc reports, including Balance Sheet, Revenue & Expense Statement, Project Manager Report, revenue and disbursement detail reports, and other related program reports.
3. Assist teachers and staff with financial activities to ensure all processes are carried out according to district procedures and policies.
4. Coordinate and process purchases, including inputting all purchase requests, tracking purchase orders, receipting and distributing materials to appropriate departments upon arrival, reconciling expenditures, and assisting staff with proper purchasing procedures.
5. Manage P-Card transactions, including collecting and scanning receipts, verifying coding, and ensuring compliance with district procedures.
6. Assist with development and preparation of the school's district budget, including grants and other sources, and monitor the budget on a regular basis.
7. Provide general office support, including answering phones, preparing correspondence, scheduling, maintaining and ordering supplies, receiving and distributing mail, greeting and assisting visitors, and other related activities necessary for the front office to function efficiently.
8. Perform and/or provide backup for HR functions including new hire paperwork and workers' compensation documentation.
9. Perform and/or provide backup for Payroll functions including time entry and leaves ensuring payroll deadlines are met.
10. Provide backup for school operations as necessary, including but not limited to clinic duty, bus supervision and cafeteria duty.
11. Utilize a variety of software programs to complete responsibilities within prescribed deadlines.
12. Perform other duties as assigned.

MINIMUM REQUIREMENTS:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of basic bookkeeping principles and general office procedures
• Ability to maintain accurate bookkeeping records
• Operating knowledge of computer programs, including email, word processing, spreadsheets, and databases
• Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
• Ability to organize, prioritize, manage and carry out duties efficiently and within established timeframes
• Ability to establish and maintain effective working relationships with all stakeholders

EDUCATION, TRAINING & EXPERIENCE:

• High School Diploma or equivalent
• One or more years of demonstrated experience in accounting, auditing, bookkeeping or related financial activities
• Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position

PREFERRED QUALIFICATIONS:

• Three or more years of demonstrated experience in accounting, auditing, bookkeeping or related financial activities
• Previous bookkeeping experience in a school environment
• Completion of bookkeeping educational program