Bookkeeper/Secretary

POSITION PURPOSE:

The School Secretary/Bookkeeper is responsible for financial accounting and specialized clerical work, including the presentation of the financial position of the school through clerical maintenance, processing of records and documents, and the appropriate training of staff, as necessary. Provides clerical support to the school principal and other school administrators. The Secretary performs a variety of clerical, secretarial, and general office assistant duties that involve the support of an office operation, program, or work group.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES:

• Advanced knowledge of accounting procedures and budget analysis
• Advanced ability to create computer spreadsheets and reports
• Thorough knowledge of bookkeeping terminology, methods, procedures, and equipment
• Thorough knowledge of standard office procedures, practices, and equipment
• General knowledge of accounting principles and related data processing equipment
• Ability to understand and follow oral and written directions
• Ability to establish and follow detailed work procedures
• Ability to post accounts and perform mathematical computations with speed and accuracy
• Advanced skill in using a variety of office machines and computer equipment along with some typing ability
• Ability to establish and maintain effective working relationships with associates
• Ability to organize and perform work independently

EDUCATION, TRAINING, AND EXPERIENCE

• High School Diploma with additional credit hours and/or training in bookkeeping skills
• Two (2) years of experience in performing secretarial and/or bookkeeping work
• Experience working with computer spreadsheets,
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

PRE-QUALIFICATIONS:

• Associate’s Degree from an accredited institution in Secretarial Science, Business, or a related area
• Five (5) years or more of related school experience
• Bilingual Required

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists the principal and the administrative team with maintaining records, including but not limited to, student records, personnel records, meeting information, calendars, etc.
• Maintains files of general records, data files, documents, correspondence, forms, reports, and other materials
• Posts information to departmental records according to standard procedures
• Provides First Aid/Medication Administration – primary first responder and medication administrator. Maintains documentation of all medications administered.
• Maintains a daily teacher attendance log and the concomitant records for substitute teachers
• Attend monthly meetings as required by the Principal and provide up-to-date budget information and reports.
• Audit all club and class activity accounts and other related accounts when needed.
• Maintain appropriate contact with school personnel, parents, students, and vendors.
• Prepare appropriate records for the annual audit.
• Record receipts and disbursements on a computer accounting program as well as tracking in Excel.
• Prepare and transport daily deposits to the bank. Reconcile canceled checks with bank statements and verify bank balance with statements. Prepare monthly bank reconciliation and financial statement reports and reconcile monthly draw reports.
• Maintain and keep up-to-date information for outstanding obligations and report this to the Chief Finance Officer.
• Monitor staff regarding financial procedures as needed.
• Receive all school materials and distribute them to the appropriate location.
• Handle any discrepancies or returns with the vendors.
• Oversee field trip planning, process contracts, receive monies, and disburse checks as necessary
• Maintain records of all field trips
• Prepare Fiscal Notes for Chief Finance Officers and maintain contract logs
• Maintain current W-9 information and report this list yearly to the school system Finance Office.
• Check each student withdrawal for lost or damaged books or any outstanding obligations and sign each withdrawal.
• Maintain an Unclaimed Property report for the school system Finance Office.
• Maintain long-distance and fax logs and track calls on the monthly report.
• Work in the main office during the summer when the Office Manager is out of the office or on leave.
• Perform other work as assigned by the Principal or the Chief Finance Officer