CTAE Secretary Bookkeeper

Position Title: CTAE Bookkeeper/Secretary

Department: DCHS

Evaluation Instrument:

Pay Grade: Grade 5 (Non-Certified Salary Scale)

Pay Type: Monthly

Retirement: TRS

Contract Work Year: 190 10 days in the Summer

Reports to: CTAE Director/Principal or other administrative staff

MINIMUM QUALIFICATIONS

High School Diploma and/or college

Experience with budgets/accounting preferred

GOAL

Assures the smooth and efficient operation of the assigned office in a friendly and professional manner. Receives the public, operates the telephone system, serves as a key communicator and coordinator relating to essential operation of the office. Performs other clerical duties as needed.

REPRESENTATIVE DUTIES & RESPONSIBILITIES

Requirements:

Proficiency Skills: Written and oral communication skills, ability to operate office machinery and deal with multiple tasks, computer competence, typing and proofreading skills.

Personal Skills: Pleasant personality, cooperative attitude, physical skills and stamina to perform essential duties.

1. Maintains a pattern of prompt and regular attendance.

2. Ensures primary workstation and responsibilities are covered at all times during the working day.

3. Demonstrates knowledge and proficiency in typing and word processing skills as applicable to job responsibilities.

4. Demonstrates knowledge and proficiency in spreadsheet applications as applicable to job responsibilities.

5. Demonstrates knowledge and proficiency in database applications as applicable to job responsibilities.

6. Demonstrates knowledge and proficiency in the use of the internet and email as applicable to job responsibilities.

7. Demonstrates knowledge and proficiency in the use of other computer applications as applicable to job responsibilities.

8. Demonstrates knowledge and proficiency in the use of office machinery as applicable to job responsibilities.

9. Demonstrates knowledge and proficiency in the development, revision and production of documents, reports, forms, and materials.

10. Maintains and manages files, records, office supplies, materials and equipment in an appropriate, accessible and current manner, including records necessary for reporting and accountability.

11. Demonstrates appropriate verbal, written and telephone communication skills.

12. Demonstrates proficiency in drafting written correspondence, answers correspondence received by and on behalf of the supervisor as requested.

13. Demonstrates accurate and consistent proof reading skills.

14. Receives and returns telephone calls on behalf of the supervisor as requested using high standards of telephone techniques.

15. Greets visitors in a courteous and professional manner; provides information and handles routine business associated with a busy, productive and smoothly run office.

16. Acts in a professional manner and maintains a professional attitude towards the public and colleagues; adheres to cultural diversity guidelines, and exhibits the fundamentals of good public/customer service.

17. Complies with school, system, state and federal regulations and policies, including the PSC Code of Ethics, as related to job requirements.

18. Maintains confidentiality of sensitive information and material; adheres to chain of command.

19. Maintains a professional appearance as appropriate for job responsibilities.

20. Maintains and improves knowledge and skills to promote proficiency in the operations of an organized, modern, updated and efficient office.

21. Participates in workshops and staff development activities and applies what is learned to the job; accepts new challenges in a professional manner.

22. Shows initiative and assumes responsibility for all aspects of job responsibilities; performs routine duties and tasks with little or no direct supervision.

23. Exhibits time on task and a flexible, cooperative, progressive and hard working attitude and style. Limits personal business and phone calls during work hours.

24. Enhances the climate of the building and the morale of colleagues.

25. Demonstrates loyalty to the school system and administration.

26. Acts as a backup for the receptionist.

27. Maintains an automated Activity Accounting System and provides information regarding accounts as requested.

28. Submits audit reports to the central office in a timely manner.

29. Prepares and processes purchase orders and work orders as needed.

30. Inputs data, maintains records, and records all student discipline incidents, as well as bus discipline in sis.

32. Seeks and maintains appropriate training and skills in all operations of the Student Information System; acts as backup for SIS and assists with inputting student information into SIS.

33. Maintains budget and records for all CTAE federal and state grants and funds.

34. Monitors and pays CTAE bills via boe.

35. Organizes meetings, conferences, travel arrangements for CTAE teachers/director.

36. Manages fundraisers approvals and reports for all extracurricular and curricular programs.

37. Counts money and makes daily deposits for all activities at DCHS.

38. Maintains use and repair of copiers and other office equipment.

39. Manages and distributes supplies for DCHS staff.

40. Manages inventory of supplies, which includes ordering, receiving, and stocking supplies.

41. Emails teachers to inform them of students assignment in iss, number of days, and request assignments for the assigned days.

42. Orders and distributes ink cartridges for everyone at DCHS.

43. Manage refunds for vending machines.

44. Serves as liaison to the central office in the handling of insurance matters, workers compensation claims, etc.

45. Directs callers and visitors to the appropriate personnel and provides general information when requested

46. Performs all other duties and responsibilities as assigned by the supervisor.

Revised: July 2025