Secretary/Bookkeeper, 10-Month

POSITION LOCATION:

McRae Elementary School

FLSA:

Non-Exempt

REPORTS TO:

Principal

TERMS OF EMPLOYMENT:

10-month employment (203 contract days) with benefits as specified in the Classified Agreement.

QUALIFICATIONS:

• High school diploma
• Experience working in a professional office setting
• Strong computer skills, with proficiency in Microsoft Office & Google Suite
• Able to operate personal computer, laptop computer, peripheral computer equipment, photocopier, fax machine, and other office equipment with a high degree of skill.
• Use a 10-key calculator and be highly accurate with numbers
• Highly motivated with strong organizational skills; able to coordinate multiple tasks simultaneously
• Self-starter; able to work independently
• Strong telephone and interpersonal communication skills
• Ability to lift 40 lbs. to shoulder height occasionally

PERFORMANCE RESPONSIBILITIES:

• Performs office routines and practices associated with a productive and professionally run office, including regular communication with faculty and students.
• Receives and routes all incoming calls and messages for administrators, teachers, and students.
• Greets visitors and/or patrons, determines their needs, assists in making appointments with administrators and/or faculty, and directs to proper place and person. Strives to create a pleasant “open-door” office atmosphere for faculty members, students, parents, and the public.
• Types and files reports and correspondence for principal and assistant principal as necessary.
• Maintains a complete systematic set of bookkeeping records for activity accounts and site based budget.
• Receives monies from all club/class sponsors. Count all money and confirm count to sponsor then write receipts. Organize and make deposits to bank in a timely manner.
• Receive monthly reports, reconcile and balance all activity and site budgets.
• Prepares monthly reconciliation statements for each activity account and distributes to each sponsor.
• Organizes, processes, and records all purchase orders for all departments to assist principal in maintaining operating budget.
• Prepares purchase orders for principal’s office supplies and equipment. Codes, numbers, and records all departments purchase orders, notifies departments of approval and places orders upon arrival.
• Develops and maintains records of purchase orders seeking approval, those open and waiting shipment, and those closed and invoiced. Prepares monthly statements for department heads and principal to report status of expenditures against budget.
• Receives and processes invoices by matching purchase orders with invoices, determining which invoices are ready for payment, and forwarding to central office for payment, keeping appropriate copies.
• Maintains permanent file of closed purchase orders, activity payment requests, and all deposit documentation for easy access and reference.
• Keeps inventory of teacher supplies and places orders as needed or requested by principal.
• Distributes U.S. and inter-school mail as necessary.
• Performs any and all bookkeeping tasks associated with any school event and any other task assigned by the principal.
• Stays literate in constantly changing computer software systems and programs so as to make the most of equipment available and increase accuracy, effectiveness, and productivity.

OTHER JOB FUNCTIONS:

• Maintain confidentiality.
• Attend meetings and training as directed.
• Present and communicate in a professional manner.
• Work additional hours or overtime as directed.
• Other duties as assigned by supervisor.

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