School Secretary / Bookkeeper
Alabama Department of Education, Phenix City, AL, United States
School Secretary/Bookkeeper
Position Title: School Secretary/Bookkeeper - Supervises: N/A
Job Goal: To assure the smooth and efficient operation of the school office so that the office's maximum positive impact on the education of children can be realized. To contribute to effective school public relations by prompt and courteous handling of all inquiries and visitors. To assist in the administration of the school's business affairs so as to provide the maximum educational services for the financial resources available.
Qualifications: Possesses a high school diploma or equivalent. Formal secretarial training required. Technical or business college and experience preferred. Ability to type 50 error free words per minute. Must have a strong working knowledge of data entry operations. Demonstrates aptitude or competence for assigned responsibilities. Such alternatives to the above qualifications as the Board might find appropriate and acceptable.
Reports To: School Principal - Salary: To be determined commensurate with local salary matrix, credentials, and experience.
Performance Responsibilities: Essential functions may include, but are not limited to:
Performs the usual office routines and practices associated with a busy yet productive and efficient office.
Maintains student records and/or reports as instructed.
Types a variety of material, such as letters, student records, reports, memos, and purchase orders from rough drafts or corrected copy.
Maintains a daily teacher attendance log and all necessary records related to substitute teachers.
Greets all visitors courteously, determines their needs, checks appointments, and directs or escorts them to the proper person.
Answers office telephone and responds appropriately to requests for information.
Maintains an attractive and comfortable office/reception area.
Reports immediately the presence in the building of any visitor who by-passes the office and/or any suspicious activity or unusual behavior on the part of visitors, students, or teachers.
Maintains a complete and systematic set of records of all financial transactions of the school.
Records details of school financial transactions in appropriate journals and subsidiary ledgers as outlined on CRT.
Summarizes and balances entries recorded in individual journals and ledgers at the end of each month.
Prepares financial statements, income statements, and cost reports to reflect financial condition of the school.
Traces errors and records adjustment to correct charges or credits posted.
Receives, receipts, prepares, and deposits monies for the school as directed.
Reconciles cancelled checks with bank statements and verifies bank balance with statement.
Prepares accounts payable on a bi-monthly basis.
Issues purchase orders in connection with the administration for all proposed expenditures.
Reports, maintains, and submits, as requested, payroll records for all personnel.
Provides accounting services essential to the preparation, administration, and control of the school budget.
Make sure that purchase orders do not exceed available finances for any account. Advises principal periodically of all fund balances.
Retains copies of all purchase orders in a register.
Arranges for substitute teachers from the approved list as needed and informs the principal of personnel absences daily.
Maintains an adequate supply of blank forms.
Consults with the principal regarding all required reports and their preparation.
Perform such other duties and assume such other responsibilities as may be assigned by the supervisor or Superintendent.
Required Knowledge, Skills and Abilities: Must have strong communication, computer and interpersonal skills, ability to learn and utilize new software programs as systems upgrade. Typing and transcription experience required. Must pass a typing test of 50 words per minute. Ability to apply knowledge of current research and theory in specific fields. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication.
Physical Demands: Employees in this position must have the ability to:
Required to sit and talk or hear.
Frequently required to walk; use hands to finger, handle or feel objects, tools or controls.
Occasionally required to stand and reach with hands and arms.
Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain with the acceptable noise level range. The employee continuously must work with the public and other staff, continuously meeting multiple demands from several people.
Terms of Employment: Contract terms and salary to be established by the Board.
Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's Policy on Evaluation of Administrators.
Position Title: School Secretary/Bookkeeper - Supervises: N/A
Job Goal: To assure the smooth and efficient operation of the school office so that the office's maximum positive impact on the education of children can be realized. To contribute to effective school public relations by prompt and courteous handling of all inquiries and visitors. To assist in the administration of the school's business affairs so as to provide the maximum educational services for the financial resources available.
Qualifications: Possesses a high school diploma or equivalent. Formal secretarial training required. Technical or business college and experience preferred. Ability to type 50 error free words per minute. Must have a strong working knowledge of data entry operations. Demonstrates aptitude or competence for assigned responsibilities. Such alternatives to the above qualifications as the Board might find appropriate and acceptable.
Reports To: School Principal - Salary: To be determined commensurate with local salary matrix, credentials, and experience.
Performance Responsibilities: Essential functions may include, but are not limited to:
Performs the usual office routines and practices associated with a busy yet productive and efficient office.
Maintains student records and/or reports as instructed.
Types a variety of material, such as letters, student records, reports, memos, and purchase orders from rough drafts or corrected copy.
Maintains a daily teacher attendance log and all necessary records related to substitute teachers.
Greets all visitors courteously, determines their needs, checks appointments, and directs or escorts them to the proper person.
Answers office telephone and responds appropriately to requests for information.
Maintains an attractive and comfortable office/reception area.
Reports immediately the presence in the building of any visitor who by-passes the office and/or any suspicious activity or unusual behavior on the part of visitors, students, or teachers.
Maintains a complete and systematic set of records of all financial transactions of the school.
Records details of school financial transactions in appropriate journals and subsidiary ledgers as outlined on CRT.
Summarizes and balances entries recorded in individual journals and ledgers at the end of each month.
Prepares financial statements, income statements, and cost reports to reflect financial condition of the school.
Traces errors and records adjustment to correct charges or credits posted.
Receives, receipts, prepares, and deposits monies for the school as directed.
Reconciles cancelled checks with bank statements and verifies bank balance with statement.
Prepares accounts payable on a bi-monthly basis.
Issues purchase orders in connection with the administration for all proposed expenditures.
Reports, maintains, and submits, as requested, payroll records for all personnel.
Provides accounting services essential to the preparation, administration, and control of the school budget.
Make sure that purchase orders do not exceed available finances for any account. Advises principal periodically of all fund balances.
Retains copies of all purchase orders in a register.
Arranges for substitute teachers from the approved list as needed and informs the principal of personnel absences daily.
Maintains an adequate supply of blank forms.
Consults with the principal regarding all required reports and their preparation.
Perform such other duties and assume such other responsibilities as may be assigned by the supervisor or Superintendent.
Required Knowledge, Skills and Abilities: Must have strong communication, computer and interpersonal skills, ability to learn and utilize new software programs as systems upgrade. Typing and transcription experience required. Must pass a typing test of 50 words per minute. Ability to apply knowledge of current research and theory in specific fields. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication.
Physical Demands: Employees in this position must have the ability to:
Required to sit and talk or hear.
Frequently required to walk; use hands to finger, handle or feel objects, tools or controls.
Occasionally required to stand and reach with hands and arms.
Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain with the acceptable noise level range. The employee continuously must work with the public and other staff, continuously meeting multiple demands from several people.
Terms of Employment: Contract terms and salary to be established by the Board.
Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's Policy on Evaluation of Administrators.