ANDERSON INSTITUTE OF TECHNOLOGY

Secretary/Bookkeeper

Position Title: School Secretary/Bookkeeper

Status/FLSA: Full-time/Non-Exempt

Pay Schedule/Group: Secretary III

Supervisor: Executive Director 

Terms of Employment:       230/days. Salary determined by schedule set by the Board of Trustees

POSITION OVERVIEW

The Secretary/Bookkeeper provides comprehensive administrative, clerical, bookkeeping, financial, and operational support to the Executive Director and staff of the Anderson Institute of Technology (AIT). This position is essential to the efficient daily operation of AIT and requires a high degree of accuracy, confidentiality, professionalism, organization, fiscal responsibility, and customer service.

As a Career and Technology Center serving students from Anderson School Districts 3, 4, and 5, AIT operates specialized Career and Technical Education (CTE) programs that require coordination of multiple funding sources, instructional equipment and supplies, student organizations, industry credentialing, work-based learning activities, and partnerships with business and industry. The Secretary/Bookkeeper supports these functions while ensuring that financial transactions and administrative processes comply with applicable AIT, district, state, and federal requirements.

The Secretary/Bookkeeper serves as a primary point of contact for students, parents/guardians, faculty and staff, district personnel, vendors, business and industry partners, and community stakeholders and is expected to represent AIT in a professional, courteous, and service-oriented manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative and Clerical Support

• Provide administrative and clerical support to the Executive Director and other designated administrative personnel.
• Assist with the efficient daily operation of the AIT administrative office.
• Serve as a professional and welcoming point of contact for students, parents/guardians, faculty, staff, district representatives, visitors, vendors, and community partners.
• Answer, screen, and route telephone calls and respond appropriately to general inquiries.
• Prepare correspondence, reports, spreadsheets, forms, presentations, meeting materials, and other documents as requested.
• Maintain administrative calendars, deadlines, appointments, meetings, and school events.
• Assist with scheduling and coordinating meetings involving AIT staff, partner school districts, advisory committees, business and industry representatives, and community stakeholders.
• Receive, sort, and distribute mail, packages, deliveries, and correspondence.
• Maintain organized electronic and paper filing systems.
• Assist the Executive Director with school-wide communications and distribution of information to faculty and staff.
• Assist with preparations for faculty meetings, professional development, advisory committee meetings, special programs, ceremonies, and other AIT events.
• Maintain confidentiality regarding student, employee, personnel, financial, and other sensitive information.
• Perform other duties as assigned by the Executive Director that are consistent with the responsibilities of the position.

Bookkeeping and Financial Management

• Maintain accurate and current financial records for AIT accounts in accordance with established policies, procedures, and internal controls using CSI/SmartFusion
• Process and maintain documentation for financial transactions, including purchase orders, requisitions, invoices, deposits, reimbursements, transfers, and other authorized transactions.
• Receive, receipt, safeguard, account for, and prepare deposits for funds collected by AIT.
• Ensure appropriate supporting documentation is maintained for all financial transactions.
• Review invoices and supporting documentation for accuracy prior to processing or submission for payment.
• Monitor expenditures, revenues, account balances, and financial activity.
• Reconcile financial accounts and records as required.
• Investigate discrepancies and promptly communicate financial concerns to the Executive Director.
• Prepare financial reports and account summaries for the Executive Director and other authorized personnel.
• Maintain vendor records and communicate with vendors regarding quotes, orders, invoices, payments, credits, and other financial matters.
• Assist faculty and staff with established purchasing, reimbursement, and financial procedures.
• Maintain organized financial records in preparation for internal and external audits.
• Assist auditors and authorized personnel by providing requested financial documentation.
• Maintain appropriate internal controls and separation of duties in accordance with established financial procedures.
• Ensure funds are used only for authorized and allowable purposes.

• Assist with financial and administrative transactions involving multiple partner districts.
• Maintain clear and accurate documentation identifying the appropriate district, program, account, or funding source associated with transactions.
• Communicate with district finance, procurement, accounts payable, human resources, and administrative personnel as appropriate.
• Assist with reconciling financial transactions involving partner districts.
• Maintain documentation related to shared expenditures, reimbursements, allocations, and other approved multi-district financial activities.
• Assist the Executive Director with reports and documentation needed for partner district meetings or fiscal reviews.
• Ensure transactions are processed according to the procedures associated with the applicable district or funding source.

CAREER AND TECHNICAL EDUCATION SUPPORT

CTE Program Purchasing and Procurement

• Assist CTE instructors and administrators with purchasing instructional supplies, materials, equipment, software, and services.
• Process purchase requisitions and purchase orders for CTE programs.
• Obtain and maintain quotes and other procurement documentation as required.
• Serve as an administrative point of contact for vendors conducting business with AIT.
• Assist with vendor documentation and purchasing requirements.
• Coordinate administrative details related to deliveries, invoices, purchase orders, and vendor communications
• Verify that purchasing requests contain appropriate approvals, account codes, funding sources, and supporting documentation.
• Communicate with vendors regarding pricing, availability, shipping, orders, invoices, and discrepancies.
• Assist with receiving and documenting equipment and materials purchased for CTE programs.
• Maintain purchasing documentation for specialized instructional laboratories, shops, classrooms, and CTE program areas.
• Assist faculty with understanding and following applicable purchasing and procurement procedures.
• Monitor outstanding purchase orders and assist with year-end purchasing deadlines and account closeout procedures.

• Assist the Executive Director and appropriate personnel with maintaining fiscal documentation associated with Perkins V and other federal, state, local, grant, or restricted funding sources.
• Maintain organized documentation supporting purchases and expenditures charged to restricted funding sources.
• Assist with verifying that appropriate approvals and documentation are obtained prior to processing purchases.
• Maintain records of equipment and materials purchased with designated funding sources.
• Assist with preparing documentation for monitoring visits, fiscal reviews, audits, and program reviews.
• Maintain documentation demonstrating the funding source associated with purchases and expenditures.
• Assist administration with tracking expenditures against approved allocations or budgets.
• Support compliance with applicable purchasing, inventory, and record-retention requirements.

Determination of allowability and final authorization of expenditures remains subject to applicable federal, state, district, and AIT requirements and Executive Director approval.

Equipment, Fixed Assets, and Inventory

• Assist with maintaining accurate inventory records for CTE equipment, technology, tools, and other assets.
• Maintain documentation for equipment purchased with federal, state, local, grant, or other designated funds.
• Assist with assigning and maintaining asset identification information as required.
• Coordinate with CTE instructors to verify the location and status of equipment.
• Assist with annual and periodic physical inventory processes.
• Maintain records regarding equipment transfers, surplus, disposal, repair, or replacement as required.
• Assist administration in reconciling inventory records with financial and purchasing documentation.
• Report missing, damaged, transferred, or unaccounted-for equipment to the appropriate administrator.
• Maintain documentation necessary for audits and monitoring reviews.

RECORDS MANAGEMENT AND COMPLIANCE

• Maintain accurate, complete, and organized administrative and financial records.
• Follow established records-retention requirements.
• Protect confidential student information in accordance with FERPA and applicable policies.
• Protect confidential employee and personnel information.
• Maintain appropriate security of financial information, passwords, account information, and other sensitive records.
• Ensure financial documentation is readily available for authorized administrative review, audits, and monitoring visits.
• Assist with responding to requests for records from authorized district, state, federal, or auditing personnel.
• Follow applicable AIT and partner district policies, procedures, and internal controls.
• Promptly report suspected financial discrepancies, irregularities, or compliance concerns to the Executive Director 

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of bookkeeping and basic accounting principles and practices.
• Knowledge of accounts payable, purchasing, procurement, deposits, and financial reconciliation.
• Strong mathematical and financial recordkeeping skills.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize multiple responsibilities and meet established deadlines.
• Ability to reconcile financial records and identify discrepancies.
• Ability to understand and follow multiple funding-source requirements.
• Ability to maintain accurate financial and inventory records.
• Ability to interpret and follow policies, procedures, regulations, and administrative directives.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer-service skills.
• Ability to maintain strict confidentiality.
• Ability to exercise sound judgment and discretion.
• Ability to work independently with limited supervision.
• Ability to work collaboratively as part of the AIT administrative team.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and other office technology.
• Ability to learn and effectively use financial, procurement, student information, and administrative software systems.
• Ability to communicate effectively with multiple school districts and external agencies.
• Ability to maintain professionalism in a fast-paced educational environment.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required.
• Minimum of three years of successful experience in bookkeeping, accounting, financial services, office administration, or a related field preferred.
• Demonstrated experience using computer-based office applications.
• Demonstrated ability to maintain accurate records and manage confidential information.
• Successful completion of all required background checks and employment requirements.

PREFERRED QUALIFICATIONS

• Associate degree or higher in Accounting, Business Administration, Office Administration, Finance, or a related field.
• Previous experience as a school bookkeeper, administrative assistant, secretary, or financial clerk.
• Experience working in a K-12 school, Career and Technology Center, school district, governmental agency, or other public-sector environment.
• Experience with school-level financial accounting.
• Experience with purchase orders, procurement, accounts payable, cash handling, deposits, and account reconciliation.
• Experience managing student activity accounts.
• Experience with federal or grant-funded programs.
• Familiarity with Perkins funding and Career and Technical Education.
• Experience with fixed assets, equipment inventory, and property records.
• Experience coordinating financial activities across multiple departments or organizations.