What are the responsibilities and job description for the CSFO Secretary and Bookkeeper position at Tuscaloosa City Schools?
Secretary, Chief School Financial Officer and Bookkeeper
QUALIFICATIONS
1. A high school diploma or GED required; other formal education desirable
2. At least three (3) years secretarial experience.
3. At least three (3) years bookkeeping experience.
3. Must meet the suitability criteria for employment and/or certification/licensure
under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
4. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
FLSA STATUS
Non-exempt
SUPERVISOR
Chief School Financial Officer (CSFO)
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
1. Skill in administrative detail (evidence of high degree of skills in typing, shorthand, and other secretarial skills)
2. Proficiency in software programs such as Word, Excel, PowerPoint and Nextgen.
3. Ability to keep business matters confidential.
4. Ability to type at 50 words per minute.
5. Knowledge of or ability to quickly learn operations of the section or unit to which assigned.
6. Ability to perform complex arithmetic operations.
7. Ability to use excellent business English, grammar, spelling and punctuation.
8. Ability to communicate clearly and concisely, orally, in writing, and via e-mail and other electronic communications means.
9. Ability to establish and maintain effective working relationships with others.
10. Ability to work effectively under minimum supervision.
11. Ability to organize materials and maintain accurate records.
12. Ability to exercise tact, good judgment and initiative.
13. Physical and emotional ability and dexterity to perform required work and move about as needed in a fast-pace, high-intensive work environment.
ESSENTIAL FUNCTIONS
1. Serves as secretary to the CSFO.
2. Performs the usual office routines and practices of a business office.
3. Communicates and coordinates meetings of the Finance Department and assists in packet preparation.
4. Prepares and submits agenda copies to the Board Secretary.
5. Prepares memorandums, letters and other correspondence for the CSFO.
6. Proofs documents as requested by the CSFO.
7. Organizes and maintains the filing of documents and other papers for the Finance Department.
8. Orders office supplies as needed for the Finance Department.
9. Maintains check stock, paper and toner cartridges for the Finance Department.
10. Assists other personnel with copier equipment and postage machine problems and reports service calls as needed.
11. Maintains accounts receivable for amounts due to the Central Office, including posting payments and sending follow-up requests for payment.
12. Prepares and distributes bid packages as directed by the CSFO.
13. Attends all bid openings and serves as the recording secretary.
14. Assists other bookkeepers with maintaining check records on file for audit.
15. Maintains system telephone numbers in coordination with the Facilities Management and the CSFO.
16. Maintains and prepares insurance documentation for building/grounds, auto liability, general errors and omissions, and student insurance.
17. Maintain spreadsheets on various special grants (ie Teacher of the Year, National Board Certified, Education Foundation, etc.)
18. Schedules travel arrangements for the CSFO.
19. Relays directives, when necessary, from the CSFO to staff members.
20. Obtains, maintains and provides notary services to TCS related services at the request of the CSFO (cost to maintain notary to be paid by TCS).
21. Maintains purchase order and accounts payable system in accounting software, enter and balance open invoices, resolve any discrepancies through research and communication with vendors and TCS employees.
22. Assigns purchase orders and other related documents to the procurement of materials and supplies.
23. Ensures that vendors are paid on a timely basis in agreement with terms of invoices or contracts.
24. Conducts routine bookkeeping duties such as posting journal entries, balancing accounts, reconciling bank statements, producing and analyzing financial reports, and making bank deposits
25. Assists with preparation of monthly and annual financial reports.
26. Assists with the closing of the fiscal year as assigned.
27. Assists with preparation of annual budget drafts for Board approval.
28. Assists with audits as requested.
29. Assists with Payroll functions when needed.
30. Cross-trains on bookkeeping functions and assumes work assignments within the department as requested.
31. Works cooperatively with other staff.
32. Exercises a service orientation when working with others.
33. Responds to inquiries and concerns in a timely manner.
34. Attends training sessions, conferences and workshops as assigned or appropriate to keep abreast of current practices, programs and legal issues as well as maintain certificate issued through the Alabama Association of School Business Officials.
35. Interprets and enforces statutes, Department of Education rules, system policies and procedures as they relate to school system accounting and finance.
36. Adheres to all Board policies, TCS Financial Procedures Manual, school system rules, school system administrative procedures, and federal, state, and local laws.
37. Maintains proper and professional relationships with students, school system employees, and school visitors.
38. Performs assigned job duties in a courteous and professional manner.
39. Properly cares for equipment and material resources of the school system.
40. Maintains confidentiality regarding school and/or workplace matters in accordance with federal and state law.
41. Takes leave time in accordance with Board policy and reports all absences to
the system’s absence management system in a timely manner.
42. Attends work and arrives/departs work at the appropriate times as determined by the
immediate supervisor.
43. Assumes other reasonable and equitable job-related duties assigned by the CSFO.
TERMS OF EMPLOYMENT
The terms of employment shall be in accordance with the provisions of the Board’s Policy Manual, Students First Act and the Board’s Salary Schedule – Central Office Administrative Support.
EVALUATION
Performance evaluation shall be in accordance with the provisions of the Board’s policy on Evaluation of Support Personnel – GCRK and GCRK – R.
SOURCE: Tuscaloosa City Schools, Tuscaloosa, Alabama
DATE: 1/10/74
REVISED: 2/15/83
REVISED: 4/27/04
REVISED: 10/27/05
REVISED: 02/04/25
