Bookkeeper and Data Manager

HICKORY CITY SCHOOLS JOB DESCRIPTION

JOB TITLE:  BOOKKEEPER AND DATA MANAGER

FLSA STATUS: NON-EXEMPT

GENERAL STATEMENT OF JOB

Under general supervision, the School Data Manager/Bookkeeper is responsible for maintaining accurate and efficient student data records and financial records to support the effective operation of the school. This position provides a means of extensive student data accounting accessible through a wide variety of reporting capabilities while also ensuring proper financial accounting, payroll administration, and compliance with state and local regulations. The employee performs clerical, data management, and bookkeeping functions; assists with office operations; and serves as a liaison between the school, district finance office, and external agencies as required. Reports to the school principal.

This position is for 11.5 months of employment and 40 hours per week.  

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS - DATA MANAGEMENT

• Reports daily and period attendance and generates parent notification letters.
• Compiles and submits state and local reports, but not limited to student attendance, Exceptional Children headcounts, and Principals’ Monthly Report (PMR).
• Registers new students, manages student transfers, and processes withdrawals, ensuring records are updated and transferred appropriately.
• Manages input of student grades, assessment data, and achievement records into the student information system; prints report cards and other required reports.
• Oversees student information with guidance from the district coordinator
• Compiles student discipline reports as required.
• Produces tardy and attendance reports, and manages documentation for excused absences (doctor, dentist, court notes).
• Assists the administration in developing the master schedule for teachers and students.
• Attends training sessions related to student information systems and data software modules.
• Ensure accuracy of student data in the student information system.  

ESSENTIAL JOB FUNCTIONS - BOOKKEEPING

• Maintains accurate financial records of all school accounts in compliance with applicable laws, policies, and auditing requirements.
• Prepares purchase orders, invoices, checks, and maintains fixed asset records.
• Collects, receipts, and deposits all student fees, fines, and funds on a daily basis.
• Prepares monthly, quarterly, and annual financial reports, including sales tax and audit reports.
• Monitors budgets and account balances to ensure expenditures are within approved limits and deadlines.
• Processes reimbursements, travel expenses, and other financial transactions.
• Receives, verifies, and distributes incoming shipments and maintains inventory as required.
• Prepares and maintains monthly payroll for all school employees; serves as liaison with district payroll and finance departments.
• Maintains confidentiality of all financial and personnel records.

ADDITIONAL JOB FUNCTIONS

• Answers telephone calls and assists in the operation of the school office as needed.
• Gathers, compiles, and summarizes data and prepares reports and spreadsheets as requested.
• Assists with special projects and other clerical duties assigned by the principal.
• Responds to inquiries and requests for information from staff, parents, and community stakeholders. 

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associate’s degree or higher in bookkeeping, accounting, computer science, or a related field. Two years of experience in clerical, bookkeeping, or data management work involving the use of computer-driven word processing, spreadsheet, and file maintenance programs, or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Must be eligible to be bonded.
 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

• Requires light physical work; must be able to lift up to ten pounds.
• Must be able to sit at a computer for extended periods of time.

Interpersonal Communication:

• Ability to communicate effectively with staff, students, parents, and external agencies.
  Ability to provide clear instructions, assignments, and directions.

Language Ability:

• Ability to read and prepare complex forms and reports.
• Ability to prepare spreadsheets, data reports, and financial records accurately.

Numerical Aptitude:

• Ability to utilize mathematical formulas; add, subtract, multiply, and divide accurately.
• Ability to apply accounting techniques and practices.

Cognitive Skills:

• Ability to apply common sense understanding to carry out written and oral instructions.
• Ability to problem-solve and use independent judgment in non-standardized situations.

Interpersonal Temperament:

• Ability to work under moderate to high stress levels.
• Ability to maintain confidentiality, professionalism, and effective working relationships.
   

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of student information systems and financial management software.
• Knowledge of school-based purchasing and accounting procedures.
• Strong skills in word processing, spreadsheets, and database applications.
• Ability to process and analyze large amounts of data accurately.
• Ability to reconcile accounts, prepare accurate reports, and meet deadlines.
• Ability to maintain confidentiality of sensitive student and financial information.
• Ability to communicate effectively both orally and in writing.
• Strong organizational skills, attention to detail, and problem-solving ability.
• Ability to utilize positive human relations skills with staff, parents, and students. 

 DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.