Administrative Technician - Bookkeeper (Charlottesville Middle School) 2026-2027 School Year

Job Title: Administrative Technician - Bookkeeper

Location: Charlottesville Middle School

Reports to: Principal

FLSA Status: Non-Exempt

Summary:

The School Administrative Technician-Bookkeeper is responsible for providing bookkeeping, record keeping, and accounting functions for the School Activity Funds (SAF) and School Operating Budget. This position requires accuracy, timely attention, and organization of detailed financial transactions. Meets the requirements of the SAF audit annually. Maintains confidentiality.

Essential Functions:

General

• Performs appropriate tasks in the school’s Student Activity Funds (SAF) and School Operating Budgets for the efficient operation of the school's financial needs.
• Reports to the Principal any irregularities and/or situations of non-compliance with policies or procedures, ensuring compliance with school division policies and procedures.
• Serves as the school liaison to the Finance Department.
• Required to have prompt, regular attendance in person, regular school hours, and as needed.
• Maintains and respects the confidentiality of student and school personnel information.
• Performs other duties as assigned by the principal.

School Activity Funds (SAF)

• Record accurate and timely financial transactions.
• Receives and receipts money, prepares deposits, and makes timely deposits to the bank.
• Processes disbursements/payments to vendors.
• Reconciles and balances bank statements monthly.
• Prepares the SAF records for annual audit.
• Work with teachers: to set up parent payments for field trips, clothing purchases, fundraising, etc., and recipients of Golden Apple and Shannon Grants to ensure that dollars are spent, and purchases are compliant with grant and school procedures.
• Provide support to the Principals in reviewing and understanding financial reports.

School Operating Budget

• Prepares and enters purchase requisitions, ensuring compliance with school divisions' purchasing policies and procedures.
• Orders various materials and supplies based on purchase orders approved for the schools.
• Receives and verifies that materials and supplies match invoices. Forward the invoice with the purchase order number to Finance for payment.
• Work with teachers and staff to attend conferences. Following the school division policy and procedures before, during, and after the conference.
• Provides support to the Principals in reviewing and understanding financial reports that compare the budget to actual, plus encumbrance for funds available to spend. In addition, provides information on various allocations of funds to the school i.e. Prevention & Intervention, PALS, Algebra Readiness, etc., to ensure funds are spent according to the Principal's plans.
• Prepare and perform any budget transfers as required to support the spending of the budget.
• Track purchase orders and monitor spending.

Time & Attendance

• Assists employees with payroll/attendance questions and issues.
• Perform editor duties every week, including correcting missed punches, unentered leave, and exceeding accrued time.
• Works with the Principal or their assigned designee to review and approve time and attendance records and sign off weekly. Notifies the principal of excessive absences, early and late arrival of staff, or other observations while editing records.

Note: This job description in no way states or implies that these are the only duties to be performed by this employee. The Administrative Technician - Bookkeeper will be required to follow any other instructions and to perform any other duties as assigned by the Principal or appropriate administrator. Charlottesville City Schools reserves the right to update, revise, or change this job description and related duties at any time.

Education and/or Experience:

Required graduation from high school or equivalent supplemented by college-level courses or training in accounting and bookkeeping practices. At least two-three (2-3) years of experience in accounting/bookkeeping services. Possession of a valid driver’s license. Accounting experience within a K-12 environment is preferred.

Knowledge, Skills, and Abilities:

Knowledge

• thorough knowledge of accounting and/or bookkeeping terminology, principles, practices, and procedures
• general knowledge of standard office practices, procedures, and equipment
• general knowledge of business English, spelling, and arithmetic

Skills

• in the use of computer equipment
• must have good oral and written communication skills
• problem-solving skills

Abilities

• to develop and follow detailed work procedures
• to meet the public effectively
• to establish and maintain effective working relationships with internal and external persons
• to work independently with deadlines and under pressure
• to work on a variety of tasks while maintaining the quality of work with accuracy in typing, spelling, calculating, etc.
• to analyze, organize, coordinate, and prioritize daily duties and documents to facilitate workflow efficiency.
• to adapt to changing work priorities and frequent interruptions
• to learn and master a variety of software systems, including Microsoft Office products, Google Suite of applications, and financial/accounting software packages.

Physical Conditions and Nature of Work:

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant manual dexterity. Generally, the job requires 75% sitting, 10% walking, and 15% standing. The job is performed in a generally clean and healthy environment.

Evaluation:

Performance of this job will be evaluated in accordance with the school board policy and administrative regulations on the evaluation of support staff personnel.

Contract Length:

12 months/260 unless specified for a different length, and will be discussed during the hiring process.