What are the responsibilities and job description for the 2025-2026 School Bookkeeper/Secretary-Ashford Elementary School position at Houston County?
HOUSTON COUNTY SCHOOLS
JOB TITLE: School Bookkeeper/Secretary
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.
FLSA: Non-Exempt
REPORTS TO: Principal/CSFO/Designee
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.
- Prepares ticket reports for athletic events; files a concessions-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.
- Prepares reports required from 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.
- Communicates effectively with the public, staff members, students, parents, administrators, and other contact persons 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 maintains 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.
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 maintain 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.
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.
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 Houston County Board of Education reserves the right to amend the job description as needed.
