Anticipated School Secretary / Bookkeeper - AHS

SCHOOL BOOKKEEPER/SECRETARY/RECEPTIONIST JD 4-10

PRIMARY FUNCTION:
To perform a variety of office duties to include: clerical, receptionist, and bookkeeper
assignments.

QUALIFICATIONS:
 Must have a high school diploma or GED equivalent;
 Knowledge of basic office procedures, bookkeeping practices, and the
operation of office equipment including computers;
 Evidence of (a) satisfactory prior experience as a secretary/receptionist,
(b) a sense of responsibility, and (c) a reliable previous work attendance
record.

REPORTS TO: Principal or designee

PERFORMANCE RESPONSIBILITIES:
1. Receive incoming calls; take accurate messages and route to appropriate staff in
a courteous and professional manner.
2. Receive and assist outside visitors, students, bus drivers and other employees.
3. Sort and route all incoming and outgoing mail.
4. Demonstrate sound decision making and judgment.
5. Possess a thorough knowledge of staff responsibilities within the work site.
6. Distribution of student discipline letters in a timely fashion.
7. Assist Principal/Assistant Principals with student handbook preparation,
distribution of sporting event/school calendars, etc.
8. Serve as the school’s registrar in the absence of a guidance secretary.
9. Be prepared to assist substitute teachers when they report to main office.
10. Remain current in skills necessary for assignments, including technology.
11. Deal with problems and emergency situations in a reasonable and appropriate
manner.
12. Create a pleasant and professional atmosphere.
13. Practice confidentiality of work-related matters.
14. Complete assigned tasks on time and accurately.

15. Keep accurate records of all receipts and disbursements.

16. Assist in the maintenance of accurate records and receipts for the funds allotted
to the school for the purchase of supplies, equipment, etc.
17. Maintain a complete bookkeeping system for the school and all extra-curricular
activities/sporting events.
18. Assist with keeping administration/staff advised of balances and deadlines for all
orders and expenditures.
19. Keep separate records for funds allocated to each department/account and
records purchases made against each account.
20. Write checks for payment of bills.
21. Utilize word processing equipment to prepare general correspondences,
memorandums, reports, purchase orders and other materials from rough draft,
copy, marginal notes, or verbal instruction.
22. Record, code, and file all purchase orders.
23. Prepare and route purchase orders and vendors’ invoices for school staff.
24. Check and review a variety of data for accuracy, completeness, and
conformance to established standards and procedures.
25. Collect and prepare expenditure data at the end of each month for records and
reports.
26. Maintain records and generates appropriate reports.
27. Accumulate all bills, making copies of the same for reimbursement from the
appropriate agency.
28. Keep accurate records and write checks for supply accounts.
29. Prepare requisitions for funds as required by the School Board.
30. Maintain financial transactions of office funds.
31. Maintain filing system as required by supervisor.
32. Attend in-service training to improve skills and knowledge of work.
33. Assist in the maintenance of accurate school inventory and prepare the end of
the year reports.
34. Reconcile monthly bank statements.

35. Pick up and drop off deposit bags from the bank, as requested by administrator.
36. Assist in the attempt to collect bad debts due to the school and write receipts for
all transactions.
37. Take all necessary and reasonable precautions to protect students, equipment,
materials and facilities.
38. Perform other duties as assigned by the building administrator.

EQUIPMENT USED:
Use typewriter, computer, printer, copier, scanner, calculator, fax machine, and other
equipment as needed.

TERMS OF EMPLOYMENT:
Twelve-month contract, non-exempted FLSA status; salary to be established annually
by the School Board.

EVALUATION:
Performance on this job will be evaluated in accordance with school board policy and
administrative regulations on evaluation of classified personnel.

WORKING CONDITIONS:
Mental Demands:
Reading; ability to communicate effectively (verbal and written);
Ability to operate multiple types of office machines;
Ability to work with employees in stressful situations;
Ability to meet established deadlines; and
Ability to maintain accurate and audible records.
Physical Demands/Environmental Factors:
Repetitive hand motions; prolonged use of office equipment
It is also anticipated that some stress will be associated with this position primarily
due to deadlines and irregular workflow. It is necessary that the individual have the
capacity to remain calm, considerate and tactful.

Approved by School Board: May 2006
Amended: September 3, 2014
Amended: February 15, 2021