Secretary/Bookkeeper Exam Date 11.20.24

Job Summary

Provides administrative support work and reviews, processes, and maintains accounting and fiscal records, files and forms; receives and deposits funds; purchases school supplies and equipment; schedules appointments; composes and types correspondence; and maintains records and files. Responds to inquiries and provides assistance to school-related organizations, parents, students, vendors, school staff and faculty, and other School Board personnel. Performs general clerical functions in support of school staff as needed. Work is examined periodically by Internal Accounts Auditors for accuracy, completeness, and conformance with applicable laws, rules, regulations and procedures.

Essential Functions

1. Receives all monies for internal accounts; issues receipts; deposits and disburses monies; prepares check requests; and reconciles and verifies bank statements for school and community education, extended day, and summer camp.

2. Reconciles and balances assigned accounts, performs year-end closing functions, and responds to and makes adjustments per annual internal audit. Enters financial transactions and purchases to the District's automated financial systems.

3. Assembles, verifies, and prepares detailed financial and statistical data and reports. Completes employee accident reports, processes injury claims and maintains files.

4. Gathers time/payroll sheets and leave forms from faculty and staff; verifies accuracy of forms and required signatures; monitors daily absences; submits payroll documentation to the Payroll Department; distributes payroll checks; and answers payroll questions.

5. Types, edits, and proofreads correspondence, reports, documents, and other materials.

6. Receives and reads incoming mail, screens items for handling, and forwards to appropriate individual.

7. Coordinates meetings, appointments, conferences, and travel for supervisor and other appropriate personnel.

8. Establishes, maintains, and updates filing and tracking systems for correspondence, action documents, and work in progress. Maintains equipment and maintenance agreement records and BPI numbers, retires and transfers equipment as needed.

9. Contacts and maintains files on substitute teachers, prepares class room schedules and time sheets for substitute, and finds class coverage for adjunct teachers when absent.

10. Oversees all fundraising events and related paper work.

11. Schedules, assigns, monitors and reviews the work of others.

12. Researches and identifies temporarily idle and/or surplus funds to be transferred to savings and/or used to purchase time certificates of deposit in accordance with School Board policy.

13. Maintains long distance telephone log and post charges to appropriate accounts.

14. Performs other duties as assigned.

Probation: One (1) year

Qualifications

Open Requirements: A two (2) year combination of education, training, and/or experience in administrative support work which includes accounting or bookkeeping experience in at least one (1) of the following areas: accounts payable (posting and/or paying on accounts), accounts receivable, payroll, bank telling/cashiering, and bank statement reconciliation/financial analysis for multiple accounts. Must be able to type accurately at a rate of 20 correct words per minute. Must be bondable.

Successful completion of a high school, vocational/technical school or college-level Bookkeeping course may substitute for six (6) months of the required experience. Three (3) semester hours of successfully completed college-level accounting course work may substitute for six (6) months of required accounting or bookkeeping experience. General Accounting I & II together may substitute for Principles of Accounting I and are together equivalent of one three (3) semester hour college level accounting course

Promotional Requirements: All permanent employees in the class of Bookkeeper I who meet the open requirements and are performing both the secretarial and bookkeeping functions for their school may upon recommendation of their school principal be automatically promoted to this class at their school.

Licensing: NA

Knowledge, Skills, and Abilities

• Knowledge of the techniques, methods, and procedures used in performing the more complex clerical-accounting and bookkeeping functions
• Knowledge of (government) accounting and bookkeeping principles, practices and procedures
• Knowledge of the District's internal accounts policies, rules, and procedures
• Knowledge of School Board policies and procedures regarding school budgets, purchasing, payroll and related issues
• Knowledge of employee accident reports
• Knowledge of Federal, State, and local laws, rules and regulations regarding public funds
• Knowledge of Business English
• Knowledge of general office practices and procedures
• Strong mathematical calculation skills in addition, subtraction, multiplication, and division
• Strong organizational skills
• Strong time management skills
• Strong oral, written, and interpersonal communication skills
• Strong word processing, spreadsheet, and database software skills
• Ability to apply accounting and bookkeeping knowledge to assigned tasks
• Ability to reconcile a bank statement and make bank deposits
• Ability to research and identify temporarily idle or surplus funds to be transferred to savings and/or used to purchase time certificates of deposit in accordance with School Board policy
• Ability to learn and use the District's automated Internal Accounts software
• Ability to perform research, compile data, and report findings
• Ability to establish, update and maintain filing systems
• Ability to read, understand and apply job-related materials, information, policies, and procedures
• Ability to work independently and handle confidential information with discretion
• Ability to establish and maintain effective working relationships