Office manager/Bookkeeper - O'Bannon ES

General Role and Responsibilities:

Organize, coordinate, and manage the secretarial support necessary for a professional school office. Interact directly, via phone or e mail with students, parents, principal, staff members and public regarding all school business information daily. Process and maintain accurate records for all staff. keep a complete, confidential, accurate, and systematic set of records for all financial transactions that will optimize the school’s efficiency, help achieve the school’s mission and goals, and result in outstanding customer service

General Skills and Qualifications:

Possess competent secretarial skills: proficient in the use of Microsoft Office suite software. Knowledge of approved bookkeeping, financial and payroll procedures.

Specific Responsibilities in This Position:

• Serve as confidential secretary to the principal
• Responsible for daily scheduling and maintaining of principal’s calendar
• Ability to perform in a leadership role
• Coordinate with all clerical employees in order to provide a smooth workflow for the building administrator
• Maintain physical and electronic staff data
• Maintain school messenger and assist with radio communication
• Prepare required reports and maintain all records and files relating to the school, faculty, and staff
• Access and utilize state online resources
• Generate letters, reports and tracking forms, as required re: professional leave, field trip, fund raising, etc.
• Monitor staff attendance and assign substitutes for staff on a daily basis
• Aesop – oversee substitute teacher staff on a daily basis
• Assist parents and students with bus transportation
• Process meal and textbook applications
• Submit building use permits for approval
• Make service calls when needed for repair of equipment
• Process DOE reports
• Prepare and archive end of year reports
• Process daily employee payroll and transmit
• Coordinate and participate in class graduation, academic awards, specific events, etc.
• May oversee distribution of miscellaneous items brought in for students daily needs such as: forgotten books, ID’s, lunch money, articles of clothing, shoes, etc.
• Oversee lost and found items
• Assist with scheduling, documenting and assisting with emergency drills
• Generate faculty/staff/student id’s
• Be Notary Public
• Be responsible for accurate ADM report
• Process purchase orders
• Maintain volunteer background check information
• Perform all other duties as assigned by the principal
• Routes professional development forms to correct administrators for approval; prepares reports, receipts, reimbursement to staff when applicable
• Prepares stipends for staff and inputs stipends into payroll after being approved
• Prepare and maintain required miscellaneous and financial reports.
• Access and use state online resources
• Knowledge of School City of Hammond and Indiana State Board of Accounts rules, regulations, accounting process and procedures along with maintaining records for audit for SCH and State
• Order, process , maintain and distribute textbooks and supplies for general use in building
• Order, maintain and distribute supplies for security identification for students, room keys and assorted cabinet keys for staff, and locks
• Submit report of extracurricular donations and purchase orders over $500 to school board for approval
• Reconcile monthly bank statements
• Oversee, maintain and closeout all accounts payable and accounts receivable (year ending)
• Maintain general fund & extracurricular accounts re: counting, receipting, depositing of money and generating checks
• Maintain W-9 form information re: vendors etc.
• Reconcile monies collected for fundraisers, cafeteria etc.
• Generate and maintain all phases of physical and electronic textbook billing and student fee records
• Handle registrations, coordinate arrangements, and/or travel for Career and Technical competitions inside and outside the school
• Assist with school messenger and radio communication
• May organize and distribute incoming and outgoing mail and packages, distribute incoming fax transmissions and determine destination of numerous invoices
• Accurately maintain financial records as assigned by the school principal and perform all other duties as assigned by principal
• Student attendance
• Enrollment and withdrawals
• Provide health services in the absence of nurse/health aides
• SCH financial system/accounting
• Any additional duties assigned by supervisor or Superintendent

Specific Skills and Knowledge for this position:

• Microsoft Word, Excel, Power Point, Outlook, etc.
• Knowledge of accounting software
• School City of Hammond Payroll software
• School City of Hammond Student Information System software
• Knowledge of School City of Hammond accounting software
• Knowledge of School City of Hammond Financial System software
• Ability to type 50 words per minute with reasonable speed and accuracy
• Must have good communication, computer, and interpersonal skills
• Ability to compose letters and documents with clarity and accuracy
• Ability to perform general mathematical computations with accuracy
• Ability to solve practical problems with a variety of variables, either by phone or in person

Qualifications and Education Requirements:

High School Diploma or equivalent, 2 years of general secretarial experience. Office management/bookkeeping experience preferred. Indiana Department of Education sub license Bi-lingual abilities would be considered an asset.

Personal Attributes Desired:

• Dependability
• Confidentiality
• Professionalism
• Ability to work independently
• Ability to maintain composure in stressful situations
• Ability to work well with staff, students, parents and the general public
• Demonstrate good communication skills – oral and written
• Ability to communicate and serve a diverse population
• Ability to organize and prioritize
• Ability to multi-task
• Ability to meet assigned deadlines

Physical Requirements:

Candidate should be physically capable of successfully performing the essential functions of the position.

It is the policy of the School City of Hammond not to discriminate on the basis of race, color, religion, sex, national origin, age, or disability in its programs or employment policies as required by the Indiana Civil Rights Act (I.C. 22-9.1), Title VI and VII (Civil Rights Act of 1964), the Equal Pay Act of 1973, Title IX (Educational Amendments), and Section 504 (Rehabilitation Act of 1973).