Bookkeeper/Administrative Assistant

Title: Bookkeeper / Elementary School

Reports to: Principal

Location: School

Position:  Classified

Contract Days: 200

Retirement: TRS 

FLSA Status: Non-Exempt

Pay Scale:  Support Staff A (A6) 

Minimum Requirements:

Education:   High School Diploma or GED.  Associates or higher preferred.

Experience:  Accounting,business or technical training and work in school or large office environment preferred.  Prior experience in bookkeeping is required. 

Skills, Knowledge, and Abilities:  Knowledge of office management and related functions; excellent written and oral communication skills; ability to create and maintain organized work space and record keeping; ability to multi-task; proven computer skills using Microsoft Office Suite; competent use of technology hardware and software, data management and system security; ability to review, understand and apply concepts presented in training programs; attention to detail; ability to keep student and personnel information and records confidential; helpful, pleasant personality;cooperative attitude.

Primary Function: To maintain accurate financial records of the public school and ensure school principal is advised of all school accounting activity; establish and maintain positive, effective working relationships with school staff, students, and the community.

Performance Responsibilities:

• Adhere to assigned work schedule and attendance requirements. 

• Keep the School Principal informed of potential problems or unusual events. 

• Provide daily administrative support by performing school bookkeeping functions and a variety of secretarial/clerical duties.

• Advise School Principal of the ongoing financial activity of all school accounts.  

• Effectively communicate with school administration, teachers and staff to ensure that attention is given to pertinent financial, payroll and benefit matters. 

• Receive, collect, disburse and manage all school level funds and county level funds in accordance with established policies, regulations and guidelines. 

• Review school budget county level funds, code fiscal documents appropriately and process transactions in School Funds Online school based accounting software and SSUI county level financial software program.

• Enter school level requisitions and process subsequent purchase orders; receive and check-in delivery shipments before distributing materials/products. 

• Review check requests for proper documentation; compile accounts payable packets; write and disburse checks; post ledgers, and maintain documentation for internal review and audit purposes. 

• Review, check and initial employee travel forms for completeness and accuracy per SOA travel regulations before submission to Financial Services for processing. 

• Provide assistance and guidance to students and sponsors regarding the finance-related procedures and regulations covering school projects, field trips, fund raisers, procurement issues and other financial and payroll matters. 

• Coordinate, account for, collect and report monies for extracurricular activities and school events and fees and ensure funds are deposited timely. 

• Reconcile monthly bank statements and subsidiary accounts for principals. 

• Compile, type, file and maintain forms, summaries, reports and records necessary to ensure accurate, up-to-date accountability for all school and county funds. Ensure timely reporting and submission to Financial Services Office.

• Follow federal and state laws, as well as State and local Board policies including those related to the confidentiality of student and personnel records, standardized test material and other information. 

• Compose correspondence, memos, reports, budgets, handbooks and other materials and administrative duties as directed by administration.

• Assist in the operation and maintenance of all office machines, copy machines and equipment to promote efficiency. 

• Inventory and order office supplies and materials as needed for daily operations. 

• Work collaboratively and communicate frequently with Financial Services Office to ensure compliance with school bookkeeping best practices and standards Perform other duties as assigned by principal or designee.   

• Attend school bookkeeping, budget, and Job-Alike meetings and other job training opportunities and professional learning to increase skills and proficiency. 

• Perform other duties as assigned by principal or designee.

Evaluation Instrument:

• Performance of this job will be evaluated annually in accordance with provisions of the HCSS Board of Control's policy on Personnel Evaluation