School Bookkeeper at Salem Elementary

School Bookkeeper/Secretary

School Personnel

(Revised 10/31//23)

Credentials: High School Diploma or GED

Other Qualifications: The person in this position must dress in a professional manner and demonstrate a happy, helpful attitude while working with students, parents, employees and the public in general. They must use correct grammar, articulate clearly, be confident, follow directions, work cooperatively with staff, possess a broad range of adequate secretarial/clerical skills, be computer literate, organized, committed to detail and accuracy, be trustworthy and exercise discretion and have good independent judgement. They must have basic bookkeeping experience or be able to quickly learn basic bookkeeping procedures. The person in this position must have a vehicle available for use during working hours.

Physical Demands: The person in this position must by physically and verbally active and interactive throughout the day and must maintain intellectual, sensory and physical abilities for effectively managing the school office and providing for the safety of students, employees and patrons. They must be emotionally mature and able to cope with stress appropriately. This person must be able to tolerate smells and chemicals commonly associated with schools. Depending upon assignment from the principal, some school secretaries administer first aid and monitor the clinic for children at times. This person, therefore, may occasionally come in contact with bodily fluids and need to practice universal precautions. This person must be able to work effectively in an open office or have a close proximity office arrangement and be able to tolerate frequent interruptions and changes in work orders, be flexible with time requirements, and be able to provide own transportation during performance of duty.

Essential Job Functions: The person in this position helps coordinate the efficiency of the general business operation of the school office and its personnel, including bookkeeping duties for the whole school, in accordance with the Internal School Funds Manual, and serves as secretary for the school principal. Job functions include:

• Manage/maintain a friendly and efficient office environment for students, staff, parents and other visitors in person or by telephone.
• Maintain the ledger of school accounts, in accordance with the Internal School Funds Manual, by entering deposits, withdrawals, transfers, etc.
• Collect, write receipts and prepare funds for deposit.
• Enter/submit requisitions for purchase orders.
• Purchase items from various vendors for school employees.
• Confirm receipt of items ordered and deliver items to appropriate school employee.
• Verify invoices and prepare checks for payment.
• Reconcile bank statements and prepare reports for submission to Central Office.
• Maintain and submit all appropriate documentation for yearly financial audit, including responses to auditor questions.
• Maintain program for teacher room accounts and verify balances with accounting software.
• Assist principal in submitting fundraiser requests for approval.
• Guide teachers in preparing/submitting field trip requests. Assist teachers by calculating transportation charges and assisting with bus reservations for field trips.
• Maintain inventory of office materials/forms and office equipment.
• Run errands for school (Post Office, bank, Central Office and other area locations) as needed.
• If directed by school principal, verify and approve timesheets for some school personnel.
• If directed by school principal, acquire the services of substitute teachers. Monitor, acquire and submit, in a timely manner, required personnel and business reports including, but not limited to, leave forms, student/employee accident/injury reports, and teacher/employee in-service points/hours.
• If directed by school principal, assist with meeting the needs of sick/injured children (i.e., notification of parents, checking for lice, administering first aid, dispensing medicine in accordance with system policy and the directions of the child's physician, work in the clinic as needed, etc.).
• Assist with the welcoming and registration of new students and their parents.
• Check identification of visitors and adults checking students out of school.
• Provide secretarial services to the school principal.
• Report to the school principal all matters believed to be potential problems and/or issues, which may require his/her attention.

Staff Relationship: Reports directly to the school principal and to the Central Office Finance Department regarding issues/questions about school funds.

Terms of Employment: Eleven (11) months, salary and benefits set annually. Non-exempt.

Salary : $27,514 - $41,796