School Secretary/Bookkeeper

BARBOUR COUNTY BOARD OF EDUCATION

JOB TITLE: School Secretary/Bookkeeper

REPORTS TO: Principal, CSFO, Designee

FLSA: Non-Exempt

CONTRACT PERIOD: 10 months/207 days

LOCATION: Barbour County Intermediate School, Louisville, AL

SALARY SCHEDULE: Based on Board Approved Salary

DEADLINE: Position open until filled

QUALIFICATIONS:

• High school diploma or equivalent.
• Three (3) years of experience as a bookkeeper with comparative responsibilities in the public or private sector OR
• Two (2) years of experience as a secretary with comparable responsibilities in the school system.
• Must meet background clearance requirements as specified by Alabama statutes and State Board of Education regulations.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of system accounting and payroll practices.
• Ability to perform routine duties guided by standard practice.
• Skills in filing, record-keeping, keyboarding, and telephone communication.
• Ability to exercise independent judgment in assigned duties.
• Ability to operate a computer and utilize software applications for word processing, spreadsheets, and other functions.
• Ability to schedule time, establish priorities and work efficiently.
• Ability to prepare and maintain accurate and complex financial records and reports.
• Ability to communicate effectively, both orally and in writing.
• Excellent organizational skills.
• Ability to work effectively without supervision.
• Possess and maintains a valid Alabama driver’s license.
• Skills in interpersonal relationships and communication with the public.
• Physical and emotional ability and dexterity to perform required work and move about as needed in a fast-paced, high-intensive work environment.

DUTIES AND RESPONSIBILITIES:

• Receives, counts, receipts, and posts all monies coming through the office for all school accounts.
• Assists with the preparation of the annual and monthly financial reports and prepares monthly payroll.
• Conducts routine bookkeeping duties such as posting, balancing accounts, reconciling bank statements, reporting, and making bank deposits.
• Prepares invoices for payment; arranges purchase orders and keeps all supporting documents in order.
• Enters receipts into proper activity accounts; provides reports to administrators and teachers.
• Issues checks for purchases approved by the Principal.
• Observes Alabama and Local School Accounting procedures.
• Maintains proper files for all documents as assigned.
• Issue receipt books; assign purchase orders for the procurement of approved materials and supplies.
• Maintains accurate records and procedures for school grants in a timely manner; receives and sends in for payment as assigned.
• Prepare ticket reports for athletic events; file a concession-profit report as required.
• Assists with the handling of field trip expenses, files proper reports.
• Retains all contracts with individuals or businesses.
• Serves as secretary and administrative assistant to the principal by arranging appointments, taking calls, answering inquiries, and composing and typing routine correspondence and memoranda.
• Prepare reports required by the Principal.
• Types a wide variety of records, reports, memoranda, and teaching materials and operate duplicating equipment.
• Furnishes information and assistance to students, parents, teachers, and other interested parties.
• Secures substitute teachers if assigned.
• Supervise office aides in the performance of similar or related work if assigned.
• Processes student transfers and withdrawals and maintains records if assigned.
• Communicate effectively with the public, staff members, students, parents, administrators, and other people using tact and good judgment.
• Participates successfully in the training programs offered to increase skill and proficiency related to assignment.
• Participates in cross-training activities.
• Maintains confidentiality regarding school/workplace matters.
• Models and maintain high ethical standards.
• Keeps the supervisor informed of potential problems or unusual events.
• Assumes other reasonable and equitable job-related duties as assigned by the immediate supervisor.

EVALUATION:

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

This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job qualifications and responsibilities, and the employee may be required to perform other related duties as assigned. The Barbour County Board of Education reserves the right to amend the job description as needed.

Employment is contingent upon a candidate meeting suitability criterion as established by Alabama State Department of Education. The Barbour County Board of Education does not discriminate based on age, race, color, sex, sexual orientation, religious preference, marital status, disability, national origin, or any other reason prohibited by state or federal law. Employees of the District are required to comply with the provisions of Title VII of the Civil Rights Act and Title IX of the 1972 Educational Amendments. Barbour County Board of Education is required by state law to verify the employment eligibility of newly hired employees by using the federal E-Verify program. New employees are required to provide a Social Security number, an unexpired identity document that contains a photograph, and other acceptable documents that establish employment eligibility. In addition to determining whether a new hire is authorized to work in the United States, E-Verify will confirm that the employee's name and Social Security number match.