Bookkeeper

Title:

Bookkeeper

Reports to:

Principal

Term of Employment:

12 months

Exempt or Non-Exempt:

Non-Exempt

Salary:

Based on State and Local Salary Schedules

Purpose

Under general supervision, performs a variety of technical-clerical work preparing and maintaining a variety of computer databases pertaining to payroll, purchasing, and bookkeeping tasks in an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs which are part of the student information and financial systems to develop and maintain records to generate federal, state and local reports. The employee is responsible for reviewing forms and handwritten information, and entering data into proper computer files, often utilizing specialized codes and abbreviations; utilizing scanner devices to input data; updating files on a daily basis; printing out reports; and preparing daily back-up copies. The employee is also responsible for troubleshooting errors or other operational problems with computers and peripheral equipment, installing computer program software, and preparing various correspondence and forms. Work also involves general clerical work, such as answering telephones and assisting visitors to the school office.

Financial Secretary Essential Functions:

• Maintains a large, multi-fund bookkeeping system using a computerized accounting program; verifies and receipts collections from teachers and other school personnel
• Creates deposits daily, issues local requisitions for school funds; verifies invoices for payment
• Enters accounting transactions into the system
• Generates monthly reports including cash/flow statements, balance statements, and income/expenditure statements for each fund
• Maintains accounts payable files for verification of receipt of items.
• Gives a variety of information utilizing knowledge of programs and procedures; types correspondence for administrative staff dealing with finances.
• Maintains an accurate record of absences for school-based employees in a computerized system; completes the turnaround report for payroll; maintains leave forms for all employees; gives staff a printout with their check of absences for the pay period.
• Responsible for gate boxes for all athletic and non-athletic events.
• During summer, the employee is responsible for the front office, including, but not limited to: registration of new students, greeting and directing visitors; and answering calls for student records regarding transfer.
• Maintains records for county allotments; types requisitions for these orders and sends to the purchasing department; maintains log of purchase orders.
• Supervises fund raising activities for the school.
• Maintains records for athletic events, including log of tickets sold and files of personal information for event officials.
• Checks prices for supplies in the warehouse catalog; types and codes requisitions; key orders in an on-line purchasing system. Verifies supply orders and distributes them to appropriate staff members. Maintain inventory of school supplies and order items as needed.Processes information using a variety of computer driven word processing, spread sheet and file maintenance programs. Work includes assimilating information from a variety of sources to compose letters, generate reports and provide informational data.
• Orients substitutes to the classroom and students; maintains a current list for teachers. Summarizes information for standard reports; selects data from varied sources; maintains service log for copiers, typewriters, office equipment.

Secondary Job Functions:

• Assists teachers and principals with scheduling projects.
• Composes correspondence, prepares forms and types other material into form, assuming
• responsibility for spelling, punctuation, grammar and format.
• Answers telephones and greets visitors, receiving inquiries and providing information or referring callers to proper officials, as appropriate; records and relays messages, as appropriate.
• Performs other related work as required.

Minimum Qualifications

• High school graduate or equivalent
• 2 year college or technical school with computer operations coursework and one year of experience in an automated system environment
• One to two years of experience in clerical work involving the use of computer-driven word processing, spreadsheet, and file maintenance programs
• Possess driver’s license
• Proven relationship building skills with exceptional ability to collaborate within and across the district
• Demonstrated ability to handle multiple projects concurrently
• Proficient computer and technology skills
• Professional appearance, communication, organization, and attitude

Knowledge, Skills, and Abilities

• Ability to work effectively, individually or as a contributor to a team.
• Ability to develop and maintain effective working relationships with principal, assistant principals, teachers, office and other support staff, central office personnel, students and parents.
• Working knowledge of computer and network systems.
• Ability to obtain working knowledge of all components of the Student Information System software and to provide support to staff members with respect to these systems.
• Ability to serve as a resource for school staff with respect to the Student Information Software processes and information.
• Proficiency in use of computers and software such as Microsoft Word, Microsoft Excel and database systems.
• Initiative required organizing and scheduling a variety of work activities and tasks independently.
• Ability to think logically and apply a systematic approach to inputting, retrieving and compiling information from an automated system.
• Ability to handle data, records, reports, and files with confidentiality, accuracy and timeliness.
• Ability to follow verbal and written instructions, some of which may be technical in nature.
• Ability to provide excellent customer service to parents, colleagues and students.
• Superior written and oral communication skills.

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.

Updated 04/2025