School Administrative Assistant/Bookkeeper (High School)

Job Description

Position Title: DCHS Prinicpal's Admin. Assistant/Bookkeeper

Department: School

Evaluation Instrument:

Pay Grade: Classified Salary Scale

Pay Type: Hourly

Retirement: TRS

Contract Work Year: 221 Days, 8 Hours Per Day

Reports to: School Principal and Any Other Assigned Administrator

MINIMUM QUALIFICATIONS

Minimum of bachelor degree in education with a major or emphasis in the area of assignment. Valid Georgia professional teaching certification in the assigned teaching field.

GOAL

Contribute to the successful achievement of the Dodge County School District mission and major system priorities by supporting the effective organization and operations of the school environment to optimize student learning, instructional programs and related activities.

REPRESENTATIVE DUTIES & RESPONSIBILITIES

ATTITUDE

Demonstrates eagerness and willingness to perform assigned duties.

Demonstrates initiative through suggestions for program development.

Willingness to accept responsibility and leadership.

Accepts following administrative leadership positively.

Assumes a professional role at all times/dresses as prescribed in the Teacher Handbook

KNOWLEDGE-COMPETENCIES

Possesses knowledge requisite to assigned duties.

Performs tasks with minimal supervision.

Works to improve knowledge and/or competencies.

Knowledge of departmental objectives.

WORK HABITS

Observes organizational policies.

Seeks quality in all work performed.

Strives for adequate quantity of work.

Is punctual and prompt.

Uses time effectively.

DEPENDABILITY

Is reliable.

Is consistent.

Has organizational loyalty.

EMPLOYEE RELATIONS

Works harmoniously with others.

Works toward preservation and/or improvement of organizational and personal image. Works toward locally developed goals.

SPECIFIC DUTIES

Bookkeeping Duties

1) Enters all transactions into EPES computer based accounting program.

2) Maintains accurate paper trail on all transactions for auditing purposes and accurate/current account balances on each fund.

3) Processes payment on accounts as they become due. Issues payment to vendors by check, maintains files of paid invoices, charges expenditures to proper activity accounts.

4) Prepares change boxes for all school and athletic activities and accounts for momes.

5) Collects funds from all academic and athletic activities (Ticket sales, yearbook purchases, club dues, dances, club activities, student projects, fund raisers, etc) for the purpose of ensuring the accuracy and timely completion of transactions/ deposits.

6) Compiles financial information related to the school site ( accounts receivable/accounts payable, collecting, verifying, and writing receipts in computer program).

7) Processes financial information (purchase orders, accounts payable, payments for officials/security for home athletic events, etc) for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.

8) Reconciles financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices and submits to school system bookkeeper.

9) Requests quotes from vendors, and/or district office staff for the purpose of providing cost information, purchasing and securing items.

10) Researches discrepancies of financial information and/or documentation for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.

11) Responds to inquiries of staff and administration regarding financial procedures for the purpose of providing information, directions, and/or referral for addressing inquiry.

12) Works with parents to help them setup and use PowerParent Accounts.

Administrative Assistant Duties

1) System manager for Protecom phone system.

2) Maintains intercom system - Main hub for intercom, including programming bells, setting times, scheduling, etc.

3) Maintains "Fine and Fee" list including lost textbooks, athletic equipment, vandalism, etc.

4) Maintains calendars for DCHS - both monthly and yearly. Develop monthly calendar for events taking place at DCHS.

5) Issues all Parking Permits including ordering decals each year. Maintain a log for student parking with appropriate information (Parking number, student's name, drivers license, insurance card, tag number, etc)

6) Issues all Parking Permits for all staff members. Maintains a log with staff parking numbers.

7) Issues lockers to all students at DCHS and maintain a log with combinations assigned to that particular student. This includes maintenance on lockers when they change combinations and/or are jammed.

8) Coordinates with Athletic Director for games, school events, eligibility, GHSA information, etc.

9) Schedules and organizes teacher/staff evaluations with principal and assistant principals.

10) Orders teacher gifts as appropriate and coordinates teacher appreciation activities.

11) Organizes staff luncheons as appropriate.

12) Schedules Supervised Clean-up as assigned. Maintains a record of who has and has not completed his/her clean-up. Talk with each student to make sure task is complete.

13) Maintains appropriate paperwork/documentation for confiscated items.

14) Maintains and organizes Parent/Teacher Conference forms.

15) Maintains supplies for Scantron machine/Fax machine/copier, etc.

16) Organizes School Council monthly meetings including agendas, minutes, mailings, etc.

17) Organizes monthly Faculty meetings.

18) Assists with updating the DCHS student and faculty handbooks as needed.

19) Coordinates with Josten's - Juniors ordering rings; Junior Ring Ceremony; senior orders, cap and gown orders , diploma signatures, list of candidates for graduation, etc.

20) Maintains and organizes Colony Bank Character Counts awards

21) Organizes and keeps record of scholarships at graduation.

22) Graduation - coordinates and organizes diplomas for graduation night; coordinates decorations for field/gym; orders miniature diplomas for graduates; issues diplomas after graduation, etc.

23) Maintains and organizes birthday list for staff members. Prepares birthday cards with gift certificate for each staff member.

24) Maintains and organizes CB & T Goal Card/AB Honor Roll program. Keeps up with students eligible for Goal Cards/ AB Honor Cards, who do not qualify for that nine weeks and who need to turn cards back in.

25) Maintains mail boxes for all staff members.

26) During testing, calls parents and/or students who are absent from school to ensure everyone tests.

27) Use Power School to contact students for various reasons. Enters all personnel information into system and assign I.D. 's; runs reports as needed, etc.

28) Organizes Summer School information and coordinates with administration.

Keeps accurate accounts of student balances and attendance regarding who has to do make-up days for tardies/absences, etc. Talks to each student individually to ensure he/she fulfills all requirements.

29) Answers telephone and provides information to callers, takes messages, and transfers calls to appropriate individuals.

30) Greets visitors and callers, handles inquiries, and directs to the appropriate person according to their needs.

31) Loans money for lunch to students.

32) Provides general clerical support in the school office as required.

Reports to and performs all duties assigned by Principal.

Revised: 2026