School Secretary / Bookkeeper

Department:  Secretarial/Clerical

Pay Grade:  Classified

FLSA Status:  Non-Exempt

JOB GOALS

To receive and channel all incoming calls, provide assistance to the public, and perform various routine office assignments.  To compute, classify, and record numerical data to keep sets of financial records complete.  To perform other work-related duties as assigned by administration.

ESSENTIAL FUNCTIONS

Secretary

• Performs the usual office routines and practices associated with a busy yet productive and smoothly-run office;

• Receives and channels incoming calls and provides public service information;

• Maintains a daily teacher attendance log, and the time sheets for substitute teachers;

• Assists teachers in preparing instructional materials as requested;

• Performs general clerical duties; and

• Maintains records of fire drills, lock-down drills, and emergency preparedness drills. 

Bookkeeper

• Keeps an accurate record of all receipts and disbursements of office funds;
• Keeps accurate records and receipts for the funds allotted to the school for the purchase of supplies, equipment, etc.;
• Keeps separate records for funds allocated to each department/account and record purchases made against each account;
• Maintains records and generates appropriate reports;
• Assists with keeping administration/staff advised of balances and deadlines for all orders and expenditures;
• Accumulates all bills and writes checks for payment of bills;
• Prepares, routes, records, codes, files all purchase orders and vendor invoices for school staff;
• Collects and prepares expenditure data at the end of each month for records and reports;
• Prepares requisitions for funds as required by the School Board;
• Requisitions supplies and materials for office and office copy equipment;
• Keeps accurate records and writes checks for supply accounts;
• Reconciles monthly bank statements, picks up and drops off deposit bags from the bank; and 
• Operates standard office equipment.

QUALIFICATIONS

• Minimum of High School Diploma or GED;

• Knowledge of typing, office machines, and computers; 
• Proficient in receiving telephone calls and meeting the public; and

• Training or successful experience in bookkeeping desired.

PHYSICAL DEMANDS

This job may require lifting of objects that exceed 25 lbs., with frequent lifting and/or carrying of objects weighing up to 10 lbs. Other physical demands that may be required include stooping and/or kneeling, reaching, talking, hearing, and seeing.

TEMPERAMENT

• Adaptability to performing a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
• Adaptability to accepting responsibility for the direction, control, or planning of an activity.
• Adaptability to dealing with people beyond giving and receiving instruction.
• Adaptability to making generalizations, evaluations, or decisions based on sensory or judgmental criteria.

CAPACITY AND ABILITY REQUIREMENTS

Specific capacities and abilities may be required of an individual in order to learn or perform adequately a task or job duty.

• Intelligence: Ability to reason and make judgments.
• Verbal: Ability to understand meanings of words and ideas associated with them.
• Numerical: Ability to perform arithmetic operations quickly and accurately.
• Data Perception: Ability to understand and interpret information which may be presented in the form of graphs, charts, or tables.

WORK CONDITIONS

Normal working environment.