Secretary/Bookkeeper
Reports to: Principal
Term of Employment: 12 Months
Salary: Classified Salary Schedule
General Statement of Job:
The school secretary performs a large variety of clerical duties involving interaction with other departments. The school secretary functions as a primary support to the Principal at the school site and has a considerable knowledge of basic office tasks and procedures. The school secretary also serves as the school Bookkeeper, reporting to the School Finance Officer, and has knowledge of accounting. Work is directed by precedents or board policy. The employee utilizes a large variety of guidelines, some of which may be technical and require interpretation, to analyze facts and determine the correct procedure to use.
Minimum Education, Training and Txperience

High school diploma (Associate's Preferred)
Detailed oriented with exceptional organizational skills
Strong analytical and problem-solving skills
Multi-task to meet deadlines for groups like school admin and central office
Preferred experience in bookkeeping, accounting, or a related field
Qualifications / Skills:

• Utilize accounting/payroll software, Microsoft Office: Word and Excel; Google: Google Drive, Docs and Sheets and Sub Management
• Ability to effectively communicate written and verbal information. Respond to questions either in person or email. Communicate to groups like administration, parents or organizations, teachers, or students
• Effectively manage time and tasks
• Ability to identify, analyze, and interpret spending patterns and develop budgets
• Utilize math skills to reconcile account balances, prepare bank deposits
• Ability to prepare and process documents such as bi-weekly and monthly payroll, requisitions and purchase orders, receipts and deposits, bank reconciliations, expense reports, data entry, etc.

Job Responsibilities:

• Verifies, balances, and record receipt of funds collected by teachers for field trips, library fines, lost books, etc. and prepares deposits into proper accounts daily or in accordance with state guidelines. Completes monthly bank reconciliation of school funds, maintaining an accurate ledger. Keeps all school account files detailed and organized. Utilizing scanner to keep digital files.
• Process timesheet updates for school staff, enter absences and sub assignments in accounting software for both biweekly and monthly paid staff. Daily confirm that substitutes have picked up assignments for absent teachers and if not, secure a sub to cover class.
• Process purchase requisitions, verify purchase orders, receives and distributes supplies, and prepares invoices for payment. Maintain all records pertaining to purchasing documentation. Uses the chart of accounts to align purchases to correct account codes and in accordance to school district's strategic plan.
• Maintains records and receipts for the school procurement card. Reconciles purchases and records accounts to debit monthly.
• Assist external and internal auditors with annual review. Prepares corrective action for all audits with administration. Provide actions for improvements and corrective actions as necessary.
• Collaborate with administration to develop a budget and provide updates through the fiscal year.
• Keeps various information confidential.
• Performs secretarial and clerical duties pertaining to the administrative functions of the school office as assigned by the principal such as:
• Work orders for maintenance on building and grounds,
• Bus requests for field trips as necessary,
• Keep copy machines supplied,
• Set up and clean staff meetings, faculty in-services, parent-teacher conferences and open house,
• Assist students and parents.

MINIMUM STANDARDS REQUIRED TO PERFORM RESPONSIBILITIES

Physical Requirements : Must be able to use a variety of automated office equipment such as computers, copiers, typewriters, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Due to amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.
Data Conception : Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication : Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
Language Ability : Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc. Requires the ability to prepare correspondence, reports, forms, charts, etc., using prescribed format.
Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude : Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
Numerical Aptitude : Requires the ability to utilize mathematical formulas; to add and subtract; and to utilize decimals and percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
Manual Dexterity : Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination : Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament : Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

Disclaimer
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.