JOB DESCRIPTION –  BOOKKEEPER / SECRETARY (Department of Pupil Services)

The bookkeeper/secretary performs a wide variety of clerical and secretarial duties such as: 

• Organize, coordinate and schedule office activities;

• Assist the director in routine administrative tasks

• Perform public relations and coordinate communication between administrators, district and site personnel, parents, and the general public;

• Train and provide work direction to clerical personnel, as assigned;

• Accounts for financial transactions, following bookkeeping policies and procedures;

• Maintains accounts by verifying, allocating and posting transactions; and

• Balances accounts by reconciling entries.

Qualifications:

• Possess a high school diploma, GED, or higher

• Be at least 21 years of age

• Demonstrate excellent communication and organizational skills.

• Proficient in computer use

• Ability to multi-task

• Detail oriented and maintain confidentiality

• Ability to work successfully with parents, and staff

Reports to:   Director of Pupil Services

Duties and Responsibilities:

• Serve as secretary to the department– compose routine correspondence independently; prepare, type and distribute communications and minutes of meetings; schedule appointments and meetings as requested; receive, open and route mail.

• Prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities.

• Provide information concerning department policies, procedures, actions, activities and schedules, as appropriate.

• Perform complex and advanced-level clerical accounting duties in support of the assigned department's programs and services; process or prepare more complex or technical financial accounting documents, including payments and reports.

• Produce a variety of periodic and annual financial statements, reports, reimbursements and claims; maintain journals and ledgers, charging proper accounts.

• Maintain records of revolving cash funds and petty cash funds use.

• Issue checks, as required, to reimburse accounts; balance and reconcile accounts, verifying proper and authorized use of designated funds.

• Collect, compile, organize and record a variety of data related to  personnel, payroll, equipment inventory;  prepare and maintain related records, files and logs.

• Collect and account for money collected in conjunction with department activities; secure money and process according to established procedures.

• Prepare and distribute information, forms, handbooks, exams, newsletters, schedules, and other written correspondence with a high level of accuracy.

• Manage the ordering and distribution of supplies and ensure the accuracy of orders; initiate communication with vendors if there are errors with the orders placed or received.

• As needed receive incoming calls, office visits and direct inquiries in a courteous and respectful manner.

• Display high standards of honesty and integrity in interactions with colleagues and respect norms of confidentiality.

• Operate a variety of office equipment, including calculator, copiers, computer equipment and other department office machines.

• Perform other duties as assigned.

Terms of Employment:   This is a twelve-month position.  Salary and conditions established by the Franklin County School Board.

Evaluation:   Performance of this job will be evaluated annually in accordance with the school board policy and administrative regulations of classified personnel.