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.