Central Office Secretary / Bookkeeper

ANDALUSIA CITY SCHOOLS

CENTRAL OFFICE SECRETARY/BOOKKEEPER

JOB DESCRIPTION

QUALIFICATIONS:

(1) High school diploma or equivalent. Associate degree or bachelor’s degree preferred.

(2) Minimum of two (2) years bookkeeping/accounting experience.

(3) Postsecondary training in secretarial and accounting preferred.

KNOWLDEGE, SKILLS AND ABILITIES:

Ability to plan, organize and analyze. Considerable knowledge of the principles and practices of bookkeeping and the ability to apply this knowledge to work situations. Ability to perform routine duties guided by standard practices. Considerable knowledge of School Board policies, knowledge of the laws, rules, and regulations controlling budget, internal record keeping activities, and contract procedures. Ability to prepare complete and accurate accounting records and statements. Ability to keep complex records, to assemble and organize data and to prepare reports from such records. Ability to express oneself clearly and concisely, orally and in writing. Ability to operate a typewriter, calculator and other standard office machines. Ability to operate a computer and utilize software applications for word processing, spreadsheets and other functions. Ability to establish and maintain effective working relationships with schools, departments, and vendors.

REPORTS TO:

Chief School Financial Officer (CSFO)

JOB GOAL

To provide clerical and accounting service in an efficient and timely manner and to maintain financial accounting records accurately and thoroughly and ensure the orderly operation of the business office.

SUPERVISES:

N/A

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

(1) Provide secretarial services which include typing, answering the telephone, distributing mail, reproducing letters and reports and assisting as needed with events and activities.

(2) Assist CSFO with reports and/or tasks as assigned.

(3) Observe Alabama Local School Accounting Procedures.

(4) Maintain files and accounting records for all cost-centers.

(5) Conduct routine bookkeeping duties such as posting ledgers, balancing accounts, reconciling bank statements, reporting, and making bank deposits.

(6) Assign purchase orders and other related documents to the procurement of materials and

supplies.

(7) Assist with preparation of monthly and annual financial reports.

(8) Assist with preparation of annual budget drafts for Board approval.

(9) Assist with the preparation and processing of calendar year-end 1099s.

(10) Coordinate or assist with inventory and fixed assets for the System.

(11) Crosstrain on bookkeeping functions and assumes work assignments within the department as requested.

(12) Assist with Payroll functions when needed.

(13) Work cooperatively with other staff.

(14) Exercise a service orientation when working with others.

(15) Respond to inquiries and concerns in a timely manner.

(16) Assist with the closing of the fiscal year as assigned.

(17) Assist with the audit as requested.

(18) Serve on system committees as required or appropriate.

(19) Attend training sessions, conferences and workshops as assigned or appropriate to keep

abreast of current practices, programs and legal issues as well as maintain certificate issued

through the Alabama Association of School Business Officials.

(20) Interpret and enforce statutes, Department of Education rules, system policies and procedures as they relate to school system accounting and finance.

(21) Be regular and punctual in attendance.

(22) Adhere to all Board policies, school system rules, school system administrative procedures, and federal, state, and local laws.

(23) Report work absences and take leave in accordance with Board policies, school system rules, school system administrative procedures, and applicable law.

(24) Maintain proper and professional relationships with students, school system employees, and school visitors.

(25) Perform assigned job duties in a courteous and professional manner.

(26) Properly care for equipment and material resources of the school system.

(27) Maintain confidentiality regarding school and/or workplace matters in accordance with federal and state law.

(28) Maintain accurate files.

(29) Serve as a resource to schools and departments in areas of responsibility.

(30) Communicate effectively with vendors, staff members, administrators and other contact

persons using tact and good judgement.

(31) Ensure adherence to good safety standards.

(32) Demonstrate initiative in the performance of assigned responsibilities.

(33) Keep supervisor informed of potential problems or unusual events.

(34) Exhibit interpersonal skills to work as an effective team member.

(35) Demonstrate initiative in identifying potential problems or opportunities for improvement.

(36) Receive and record receipts from various student programs and services.

(37) Perform other tasks consistent with the goals and objectives of this position.

(38) Perform other job-related duties as assigned by supervisor(s).

PHYSICAL REQUIREMENTS:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as

frequently as needed to move objects.

TERMS OF EMPLOYMENT:

Salary and benefits shall be paid consistent with the System’s approved compensation plan.

Length of the work year and hours of employment shall be those established by the System.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on

evaluation of personnel.

JOB DESCRIPTOIN SUPPLEMENT No. 05