Bookkeeper

BOOKKEEPER

NATURE OF WORK

An employee in this class performs a large variety of clerical duties involving interaction with other employees and departments.  Generally, an employee in this class functions as the primary support to an administrator or has considerable knowledge of a technical field.  Work typically involves several steps and requires the selection of the most appropriate action within procedural and operational guidelines.  Work is directed by local, state and federal procedures, policies, and statues.  The employee may develop procedures for non-technical and non-complex problems and is expected to resolve problems independently.

ILLUSTRATIVE EXAMPLES OF WORK

• Receives visitors, assists them or refers them to the appropriate staff member
• Answers routine questions and requests with little supervision
• Answers telephone, delivers messages and places calls (including parents’ calls requesting early dismissal for students, ascertaining legitimacy of calls and writing permission slips)
• Operates intercom system
• Types correspondence, memos, reports, forms, etc.
• Copies correspondence, memos, reports, forms, etc.
• Operates standard office machines (calculator, copier, computer, etc.)
• Manages school mail
• Operates computer for data collection
• Assures availability of office supplies and distributes materials to faculty
• Admits students who arrive late
• Calls parents of sick and/or hurt students who need to go home
• Posts receipts and disbursements for one or more accounts
• Verifies and receipts money collected at the school
• Keeps record of faculty and staff absences for payroll purposes
• Arranges for substitute teachers through the substitute management system
• Serves as liaison between the school and community, the school and other agencies, and the school and the central office
• Performs other duties as assigned by the principal
• Maintains strict confidentiality for all school matters
• Serves as school payroll operator and liaison between school staff and central payroll associates
• Maintains school records; act as point of contact for school served and provide information or refer inquiries to proper personnel
• Enters/maintains fixed asset information in management system and conduct annual inventory
• Processes orders for payment
• Monitors budget for local, state, and federal funds
• Initiates purchase order via central office accounting system for local, state, and federal funds
• Receives orders and verifies correctness
• Prepares and/or maintains computer records of student attendance; enters data from submitted forms; reviews late-arrival forms, and reconciles with absences to create “tardy” lists; reviews check-out forms and reconciles with absences to create “early leave” lists
• Prepares attendance reports and reconciles manual and computer reports monthly
• Maintains computer records of students’ scores on state mandated tests and standardized tests
• Maintains, generates, and distributes student demographic, scheduling, and grading information
• Maintains records of student suspensions, student withdrawal from school, record of reasons for student withdrawal and students’ plans and prepares periodic statistical reports
• Coordinates user security within the student information system with district personnel
• Attends conferences and classes to develop and maintain knowledge of database management and the student information system
• Accesses the Internet to download student information software and upload files
• Interfaces with a teacher electronic grade book where applicable
• Configures and maintains auto dialers that interface with student information system
• Enters and manages student data in the Student Information System, including enrollments, withdrawals, electronic cumulative records, student/teacher/room schedules, transcripts, report cards, test scores, immunizations, demographics, parent and emergency contact information.
• Works with the Principal to ensure communication to parents concerning student absences and tardiness, including attendance letters per school district procedures.
• Employs the SIS to generate reports to satisfy deadline-driven requirements of the school, administrators, local and state government, law enforcement and health agencies, as well as the North Carolina Department of Public Instruction.
• Report any functionality issues to the Student Information System Coordinator/Director
• Collects data for, and prints, marking period report cards including determining student’s eligible for honor roll.
• Manages student paper/electronic cumulative records according to federal (FERPA), state and district policies and procedures; including requesting records for new students upon enrollment and coordinating the transfer of the paper/electronic cumulative records for exiting students.
• Creates and enters staff into the Student Information System, managing staff access security rights via groups and roles, including other statewide systems and local initiatives.
• Creates, distributes, and troubleshoots student and parent account access credentials for the student and parent portal.
• Manages the master schedule and individual student scheduling throughout the year, which includes assisting administrators in determining needs and identifying solutions when a student is less than 100% scheduled

QUALIFICATIONS:

• High school graduate with knowledge of office practices; Associate Degree preferred
• Strong written and verbal communication skills
• Specific skills in typing, computer skills (Excel) and operation of business machines are required
• Clerical experience is preferred
• Bilingual is preferred