Bookkeeper/Data Manager

JOB DESCRIPTION OF BOOKKEEPER/ DATA MANAGER

REPORTS TO: Principal

PURPOSE: Performs a variety of general bookkeeping, record keeping, accounting functions, administrative and office clerical duties; and computes, classifies and records numerical data to keep sets of financial records complete. Employee is also responsible for maintaining computer-based accounting systems, computer driven word processing, spreadsheet and file maintenance programs and assimilating information from a variety of sources to compose letters, generate reports and provide informational data.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Keeps an accurate record of all receipts and disbursements.
• Keeps accurate records and receipts for the fund allotted to the school for the purchase of supplies; equipment, etc.
• Maintains a bookkeeping system using a computerized accounting program for the school and all extra-curricular activities/sporting events;
• Maintains files for all purchases
• Assists with keeping administration/staff advised of balances and deadlines for all orders and expenditures
• Keeps separate records for funds allotted to each department/account and records purchases made against each account
• Writes checks for payment of bills
• Utilizes work processing equipment to prepare general correspondences, memorandums, reports and purchase orders
• Records, codes and files all purchase orders
• Prepares and routes purchase order and vendors invoices for school staff
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures
• Maintains records and generates appropriate reports
• Maintains financial transactions of office funds
• Maintains and respects confidentiality of student and office related information
• Attends in-service training to improve skills and knowledge of office work
• Reconciles monthly bank statements
• Picks up and drops off deposit bags from the bank, writes receipts for all transaction and maintains accurate records
• Complies with and supports school and division regulations and policies
• Maintains a bookkeeping system using a computerized accounting program
• Verifies and receipts collections form teachers and other school personnel
• Creates deposits daily
• Issues local requisitions for school funds
• Verifies invoices for payment
• Maintains accurate records of absences for school-based employee in a computerized system
• Completes reports for payroll
• Maintains leave forms for all school employees
• Utilizes the computerized student information management system to maintain database on student information to include student’s demographic data, emergency/medical information, schedule, attendance, discipline, grades and entry/withdrawal records.
• Manages attendance activity in database; including daily attendance, preparing attendance reports and reconciles manual and computer reports monthly.
• Prepares and establishes master schedules which show courses, classrooms, time periods, teacher, and other relevant information; runs student schedules and inputs changes and corrections.
• Performs advanced scheduling which includes assisting administrators in the scheduling process, identifying and resolving scheduling conflicts.
• Responsible for identifying errors and reconciliation of required state reports (PMR, SAR, EC, Retention/Promotion, Dropout Data, AIG, etc.) in the State Reporting System in Data Information System..  Prepares and distributes academic related reports

ADDITIONAL JOB FUNCTION

• During summer responsible for front office, greets and directs visitors and answers call for student records regarding transfers 
• Operates standard office equipment to include, word-processing, and data processing equipment, copiers, laminators, etc.
• Performs related tasks as assigned by the supervisor in accordance with the school/policies and practices
• Records and maintains student disciplinary actions and suspensions and prepares periodic statistical reports and appropriate.
• Troubleshoots and provides technical support for l within the school; services as a liaison and contact person to the central office Data Manager Coordinator to solve the more complex data problems
• Attends seminars, conferences, workshops, classes, lectures, etc., as appropriate to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on use of the student information management system.

MINIMUM TRAINING AND EXPERIENCE

Associate’s Degree is preferred or high school diploma with equivalent combination of training and experience which provides the required knowledge, skills and abilities.

KNOWLEDGE, SKILLS AND ABILITES

General knowledge of standard office and general bookkeeping practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of division regulations and policies as they pertain to school financial record keeping; ability to keyboard accurately and at a reasonable rate of speed; ability to make arithmetical calculations,; ability to maintain accurate records on a variety of school accounts, ability to meet the public effectively ability to operate a variety of office equipment; skill in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.

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 to employee to this job.