Bookkeeper

PITT COUNTY SCHOOLS

Position Description � School Bookkeeper

Position Title: School Bookkeeper (57)
Reports To: Principal
Supervises: None
Term of Employment: 11 Months

Position Summary

The School Bookkeeper is responsible for managing the school's financial records and transactions, maintaining accurate accounting and payroll-related documentation, processing purchasing activities, and providing administrative and clerical support to ensure the efficient operation of the school office. The position requires accuracy, confidentiality, organization, professionalism, and effective communication with staff, parents, vendors, and the public.

Education, Training, and Experience

• High school diploma or equivalent required.
• Business training or equivalent relevant work experience required.
• Experience with bookkeeping, accounting, financial recordkeeping, or school-based office operations preferred.
• Experience using computer-based financial and office management systems preferred.

Knowledge, Skills, and Abilities

The School Bookkeeper should demonstrate:

• Knowledge of general bookkeeping and accounting practices.
• Strong office and administrative skills.
• Proficiency with computers and applicable financial and office software.
• Ability to maintain accurate financial and employee records.
• Strong organizational and time-management skills.
• Ability to gather, organize, and present information in a usable format.
• Effective written and verbal communication skills.
• Strong interpersonal and public relations skills.
• Ability to handle confidential and sensitive information appropriately.
• Ability to work independently, prioritize responsibilities, and meet established deadlines.
• Attention to detail and accuracy in financial transactions and recordkeeping.

Essential Duties and Responsibilities

1. Financial Management and Bookkeeping
   • Receive and properly receipt school funds.
   • Prepare and make bank deposits in accordance with established procedures.
   • Prepare and issue checks and process payments for authorized expenditures.
   • Pay invoices and maintain appropriate supporting documentation.
   • Prepare monthly statements of receipts and disbursements.
   • Reconcile monthly bank statements and resolve discrepancies as appropriate.
   • Maintain accurate financial records using the school system's computerized accounting and financial management systems.
2. Purchasing and Purchase Orders
   • Receive, process, prepare, and maintain purchase orders for state, local, and other allotted funds.
   • Ensure purchasing documentation is complete, accurate, and processed according to district procedures.
   • Maintain appropriate records related to purchases, expenditures, and available funds.
3. Office Supplies and Equipment
   • Maintain an adequate inventory of office supplies, forms, and related materials.
   • Assist with the maintenance of office equipment and coordinate repairs or service as needed.
4. School Inventory
   • Maintain and update school inventory records.
   • Assist with ensuring inventory documentation is accurate and current.
5. Office and Administrative Support
   • Assist with answering telephone calls, taking messages, and directing inquiries appropriately.
   • Provide courteous and professional assistance to staff, parents, students, vendors, and members of the public.
   • Gather, organize, and maintain pertinent data and prepare information in a usable format as requested.
6. School Support Organizations
   • Provide appropriate clerical and administrative assistance to school support groups.
   • Assist with tasks such as preparing documents, generating address labels, organizing materials, and other related functions.
7. Employee Attendance and Leave Records
   • Maintain accurate attendance and leave records for school employees.
   • Complete on-site payroll recordkeeping responsibilities and submit required information according to established timelines and procedures.
8. Records and Confidentiality
   • Maintain accurate and organized financial, personnel, purchasing, and administrative records.
   • Protect the confidentiality of student, employee, and financial information in accordance with applicable laws, policies, and procedures.
9. Additional Responsibilities
   • Perform other duties and responsibilities as assigned by the Principal.