Reports to: Building Administrator

Position Purpose:

Administrative support to a building administrator, with primary responsibility for the bookkeeping function for the school. This position will also be responsible for assisting principals with support in completing documents, writing letters, filing, and other needs as assigned.

Qualifications:

• Graduation from high school or equivalent.
• 2-5 years secretarial experience, which includes experience in bookkeeping or accounting.
• Skilled in the operation of personal computers and standard office software.

Preferred Qualifications:

• Vocational training in records management, bookkeeping, and computer operation.
• Skilled in the operation of financial software packages.
• Prior experience as a school secretary, knowledgeable of State and District regulations and policies.
• Bilingual and bi-literate in Spanish.

Knowledge/Ability/Skills:

• Knowledge of mathematics, bookkeeping, and basic accounting.
• Knowledge of office management.
• Knowledge of records management.
• Knowledge of purchasing processes.
• Knowledge of accounting and spreadsheet software.
• Skilled in grammar, spelling, and composition of office correspondence.
• Skilled in interpersonal communication.
• Skilled in problem-solving.
• Ability to organize and prioritize work.
• Ability to work effectively independent of direct supervision.
• Ability to manage multiple tasks in an environment that includes frequent interruptions.
• Ability to understand and follow verbal and written instructions.
• Ability to operate standard office software.

Position Responsibilities:

1. Perform accounting and bookkeeping functions:

• Maintain activity funds
• Maintain financial records (receiving and recording, writing checks, balancing accounts), prepare deposits, petty cash accounting
• Monitor school budget (purchasing, balancing, recording), accounts receivable/payable.
• Audit and report on activity fund; audit statements.
• Determine enrollment fees owed, collect and account for receipts, have parents complete installment contracts as necessary.

2. Purchasing

• Receive and record orders/deliveries
• Research and price materials and supplies
• Prepare purchase orders

3. Perform general office duties:

• Answer phones, greet visitors, obtain and disseminate information from office visitors.
• Prepare mail – send through postage meter, sort and prepare bulk mailings
• Compose correspondence
• Maintain office machines (refill, minor maintenance)
• Submit work orders, request custodians go to various locations on campus

4. Set up and maintain district records, such as: record student attendance, type district discipline reports and suspensions, prepare and send notices of suspension hearings.

5. Enter information into TERMS; collect necessary forms and documents, collect and record fees.

Physical Requirements:

Moving throughout the work location; lifting 10-20 lbs.; hand/finger dexterity; eye/hand coordination; above-average time pressure; intensity and analytical thinking due to multiple, unrelated demands on time and attention; verbal and written communication.

Terms of Employment:

10.5 schedule; salary and work year to be approved by the Board of Education.

Evaluation:

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Office Personnel.

Performance responsibilities are not limited to those outlined in this description and may include other responsibilities as assigned by the administrator/supervisor.