Middle School Bookkeeper/Secretary - 24/25 SY

Chancellor Middle School is actively seeking an experienced administrative secretary to serve as a vital member of the school's financial team, ensuring accurate accounting records and orderly bookkeeping reports for the school. This position handles various financial transactions, manages school budgets, and generates reports to support school administration. In the absence of the School Secretary/Registrar, this position provides administrative support to the front offices or other departments within the school.

Essential Job Functions:

• Maintains complete records of all financial transactions and financial filing system; enters and posts receipts to the proper accounts in the system
• Completes monthly reports and bank reconciliations; submits financial statements and other key reports to the Principal and the Chief Financial Officer
• Maintains the SAF system; trains personnel regarding the School Board adopted SAF Manual
• Handles disbursements and ensures timely payment of invoices
• Researches inquiries from vendors regarding old outstanding payments and determines validity of claims
• Counts and collects monies collected by teachers/sponsors to ensure accountability of all receipts; uses appropriate security measures to protect all cash and cash items; prepares bank deposits and delivers them to the bank
• Orders all office and classroom supplies, including start-up supplies for the teachers; purchases additional materials needed by teachers and staff; ensures that all purchases follow School Board Policy and do not exceed the available budget
• Works with the Principal to determine the budget for each department
• Closes out the fiscal year and prepares the financial audit
• Ensures proper documentation and payment is sent for professional development conferences
• Coordinates with fundraisers, clubs or other school organizations to keep track of collections, expenses, awards, and to determine profits
• Receives and screens visitors and telephone calls when the Secretary/Registar are unavailable; responds to inquiries from students and staff; supports staff with making copies, faxing documents, mailing letters, locating items, etc.
• Serves as back up to Payroll Clerk; processes payroll when the secretary is unavailable; performs all Payroll Clerk duties during the summer months

Click here to read the full Job Description for this role.

Education and Experience:

Required

• High School Diploma or GED
• Two (2) years of experience in a financially responsible role, ideally on a finance or payroll team within the Education industry

Preferred

• Associate’s Degree in Accounting, Business Administration, or a related field
• Previous experience processing payroll data, ideally within the Education Industry.

About Spotsylvania County Public Schools:

Comprised of 31 schools and home to a diverse student population of over 24,000, Spotsylvania County Public Schools is one of the largest School Divisions in the Commonwealth of Virginia.

So what sets us apart? Choosing SCPS means joining a highly collaborative team of professionals who inspire, challenge and support one another to be their very best everyday. As a team member, you become part of something much bigger - Your success directly influences our student's success. Here, YOU make a difference.

The financial benefits of working for Spotsylvania County Public Schools include a competitive salary, monthly PTO accrual, robust healthcare benefit plans, enrollment or transition into the Virginia Retirement System (VRS) with defined contributions and potential employer match, FMLA and Short-Term Disability leave, Tuition Reimbursement, Employee Assistance Programs (EAPs), and employer paid Life Insurance.

To learn more about Spotsylvania County Public Schools and our teams, please visit our website at https://www.spotsylvania.k12.va.us/.

Employment Terms: Employment may be offered as a 12-Month (243 Day) contract, at a minimum of 7.5 hours worked per day. This position is evaluated annually.

Benefits Eligibility: Eligible

Together, we prepare our students for their future. We look forward to welcoming you to the #WeAreSpotsy team.

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Spotsylvania County Schools is an Equal Opportunity Employer and committed to non-discrimination in the workplace. Criminal record and background checks will be completed after an offer is made.