What are the responsibilities and job description for the Bookkeeper position at Mayflower School District?
BOOKKEEPER
Reports to: Business Manager
Dept./Campus: Business Office
Wage/Hour Status: Non-Exempt
Contract Length: 240 days; 8 hours per day
PRIMARY PURPOSE:
Process, maintain, and oversee accounting-related information to effectively and efficiently prepare checks and necessary reports after accounting and inventory.
QUALIFICATIONS:
Education/Certification:
High School Diploma
Preferred Associate degree or related college coursework
APSCN experience preferred
Acquire and maintain CASBO certification
Special Knowledge/Skills:
Knowledge of payroll guidelines and procedures
Ability to use a calculator (10-key by touch)
Ability to use computers and software such as word processing, spreadsheets, and databases
Proficient skills in typing, keyboarding, and file maintenance
Effective organizational, communication, and interpersonal skills
Patient and calm demeanor with all customers (internal and external)
Experience:
Two years of accounting/payroll experience preferred
The Board may find appropriate and acceptable alternatives to the above qualifications.
MAJOR RESPONSIBILITIES AND DUTIES:
- Maintain professional behavior, appearance, and work ethic to represent the school district positively at all times.
- Articulate a positive image of the school district and school district employees.
- Demonstrate effective customer service strategies to all district personnel.
- Maintain strict confidentiality.
- Assist in budgeting salary and benefit expenditures and monitor actual expenditures against budgeted amounts.
- Assist in maintaining up-to-date financial accounts by the current Arkansas School Financial Accounting Manual.
- Run COGNOS reports as requested by district personnel.
- Consult with APSCN field support when necessary.
- Perform the usual office routines associated with a busy yet productive smoothly-run office.
- Oversee Accounts Payable: Operating Fund, Building Fund, and all Activity Accounts
- Assign, enter, and close POs
- Run checks
- Post revenue
- Balance bank statements
- File checks
- Contact vendors as needed to process purchases
- Invoice vendors as needed
- Check Purchase Cards in/out
- Check Receipts books in/out
- Complete Food Service Deposit Report monthly
- Assist with financial aspects of home athletic events.
- Assist with bid openings as needed.
- Prepare financial Board reports monthly for board meetings
- Oversee district-wide inventory
- Tag all inventory
- Enter appropriate inventory into Fixed Assets
- Enter deletions/relocations for Fixed Assets
- Prepare and balance inventory room audits yearly
- Fill all inventory paperwork (audits, deletions, relocations)
- Prepare inventory and Fixed Asset report annually for board approval
- Retire assets as approved by the Board
- Conduct physical assets audit as needed
- Update school maps as needed
- Perform all purchase order duties: electronic/paper processing of order forms, requisitions, and purchase orders, obtain superintendent approval, maintaining copies of purchase orders, and researching all unapproved purchase orders.
- Assist in training school personnel regarding purchasing procedures and monitor to ensure established procedures are followed.
- Research and forward all budget adjustments to the district treasurer.
- Assist in the preparation, receiving, opening, and monitoring of bids.
- Maintain batch inventory records needed for inventory.
- Assist business manager in bank reconciliations.
- Receipt and post all revenue received.
- Assist business manager in completing various reports to the Board.
- Assist in obtaining and studying comparative prices and quotes.
- Maintain complex physical and computerized files for the department.
- Oversee all activity accounts.
- Distribute all activity account ledgers to appropriate personnel monthly.
- Purchase postage for the District.
- Shred obsolete documents.
- Other duties as assigned.
WORKING CONDITIONS:
Mental Demands:
Ability to communicate effectively (verbal and written); maintain emotional control under stress; manage others in a non-coercive manner; maintain a clear focus on customer service
Physical Demands:
Repetitive hand motions; prolonged use of computer; frequent interruptions; moderate standing, stooping, bending, and lifting
