Secretary / Bookkeeper- Transportation Department

Position Title : Secretary / Bookkeeper- Transportation

Term of Employment : Full-Time / 12 months

Reports To : Director of Transportation

Pay Information : NC 05

General Statement of Job

The Secretary / Bookkeeper performs a large variety of clerical duties involving interaction with other departments. The Secretary / Bookkeeper functions as a primary support to the Director of Transportation and has a considerable knowledge of basic office tasks and procedures. The Secretary / Bookkeeper also serves as the site Treasurer, reporting to the School Finance Officer and has considerable knowledge of accounting. Work is directed by precedents or board policy. The employee utilizes a large variety of guidelines, some of which may be technical and require interpretation, to analyze facts and determine the correct procedure to use. The employee may develop procedures for nontechnical and non-complex problems, and is expected to resolve problems independently. Errors are generally located only after additional processing, thus requiring several stages of correction, and may be costly to resolve. Often errors are found at the State or Federal level, resulting in lost time and the delay of money or materials. The employee receives general supervision.

Essential Job Functions

• Answer telephone and radio. Respond quickly to calls for vehicle and bus mechanical problems and / or emergencies by dispatching mechanics for road repairs.
• Inputs completed 30 day inspection and preventative maintenance work orders in BSIP.
• Identifies sources needed and compiles a variety of data.
• Codes data from a complex and / or large number of coding sources.
• Traces and reconciles disagreements in records.
• Maintains a variety of complex ledgers.
• Receives, receipts and deposits all monies on a daily basis.
• Processes purchase orders.
• Processes invoices for payments, writing all checks.
• Keeps all books and accounting records required.
• Reconciles bank statements.
• Submits reports of all financial transactions to the School Finance Officer on a monthly basis.
• Closes out all accounting records at year-end, including year-end schedules and reports as required.
• Responsible for payroll reporting for all staff at the work site on a daily basis.
• Responsible for payroll submission to the district on a prescribed monthly schedule.
• Sets up and maintains files or storage of a large and varied number of subjects.
• Files and retrieves information from an alphabetical, chronological, numerical, or by subject filing
• system.
• Purges files by prescribed procedure.
• Operates a large variety of standard office equipment.
• Originates design and layout and types tabular material, charts and statistical materials.
• Locates, identifies and gives out appropriate and accurate information.
• Composes drafts of official minutes, records or policies.
• Composes narrative materials with interpretative information relating to one or few program area(s).
• Performs other duties as deemed appropriate and assigned by the supervisor

Knowledge, Skills and Abilities

Minimum Training and Experience

Minimum Qualifications or Standards Required to Perform Essential Job Functions

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.