Bookkeeper / Administrative Assistant

BOOKKEEPER / ADMINISTRATIVE ASSISTANT

Purpose Statement

The job of Bookkeeper / Administrative Assistant was established for the purpose / s of providing an array of fiscal services to school foodservices and cafeteria sites; conveying and updating fiscal information; and ensuring that fiscal practices are followed and disbursement of funds are within proper and legal guidelines.

Functions

• Maintains a variety of fiscal information, files and records (e.g. accounts payable, accounts receivable, student activities, contracts, inventory roster, etc.) for the purpose of providing an up-to-date reference and audit trail.
• Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate, expenses are within budget limits and / or fiscal practices are followed.
• Prepares a variety of financial reports and statements (e.g. account status by club, activity ticket revenue, student fees, gifts and grants; general funds; etc.) for the purpose of documenting activities, providing written reference and / or conveying information.
• Processes a variety of fiscal information (e.g. accounts payable, accounts receivables, fine balances, petty cash, purchase orders, refunds, etc.) for the purpose of updating information and / or authorizing final action in compliance with accounting requirements.
• Reconciles account balances for the purpose of maintaining accurate account balances and complying with related policies, practices and / or regulations.
• Researches a variety of information (e.g. vendors, equipment specifications, pricing, order status, etc.) for the purpose of developing information and / or addressing a variety of administrative requirements including pricing and budgeting.
• Researches discrepancies of financial information and / or documentation (e.g. purchase orders, invoices, etc.) for the purpose of ensuring accuracy and adhering to procedures prior to processing.
• Responds to inquires (e.g. students, parents, vendors, and or staff) for the purpose of providing information and / or direction in response to request.
• Performs other related duties as assigned.

Job Requirements : Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include : operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and / or ratios; understand written procedures, write routine documents, and speak clearly; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include : bookkeeping principles and practices; standard office machines, methods and practices of office operations; and basic computer applications.

ABILITY is required to schedule activities; gather, collate, and / or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize specific, job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data requires following prescribed guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include : being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; working with frequent interruptions; and working with detailed information / data.

Responsibility

Responsibilities include : working under limited supervision following standardized practices and / or methods; leading, guiding, and / or coordinating others; and monitoring budget expenditures. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands : some lifting, carrying, pushing, and / or pulling; and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience

Job related experience with increasing levels of responsibility is desired.

Education

Targeted job related education that meets organization's prerequisite requirements.

Equivalency

None Specified

Required Testing

Certificates & Licenses

None Specified

None Specified

Continuing Educ. / Training

Clearances

Annual Bloodborne Pathogen Training

Criminal Justice Fingerprint / Background Clearance