Secretary​/Bookkeeper

Anderson Institute Of Technology

Secretary/Bookkeeper

Status/FLSA:
Full-time/Non-Exempt

Pay Schedule/Group:
Secretary III

Supervisor:
Executive Director

Terms of Employment: 230/days. Salary determined by schedule set by the Board of Trustees

The Secretary/Bookkeeper provides comprehensive administrative, clerical, bookkeeping, financial, and operational support to the Executive Director and staff of the Anderson Institute Of Technology (AIT). This position is essential to the efficient daily operation of AIT and requires a high degree of accuracy, confidentiality, professionalism, organization, fiscal responsibility, and customer service.

As a Career and Technology Center serving students from Anderson School Districts 3, 4, and 5, AIT operates specialized Career and Technical Education (CTE) programs that require coordination of multiple funding sources, instructional equipment and supplies, student organizations, industry credentialing, work-based learning activities, and partnerships with business and industry. The Secretary/Bookkeeper supports these functions while ensuring that financial transactions and administrative processes comply with applicable AIT, district, state, and federal requirements.

The Secretary/Bookkeeper serves as a primary point of contact for students, parents/guardians, faculty and staff, district personnel, vendors, business and industry partners, and community stakeholders and is expected to represent AIT in a professional, courteous, and service-oriented manner.

• Provide administrative and clerical support to the Executive Director and other designated administrative personnel.
• Assist with the efficient daily operation of the AIT administrative office.
• Serve as a professional and welcoming point of contact for students, parents/guardians, faculty, staff, district representatives, visitors, vendors, and community partners.
• Answer, screen, and route telephone calls and respond appropriately to general inquiries.
• Prepare correspondence, reports, spreadsheets, forms, presentations, meeting materials, and other documents as requested.
• Maintain administrative calendars, deadlines, appointments, meetings, and school events.
• Assist with scheduling and coordinating meetings involving AIT staff, partner school districts, advisory committees, business and industry representatives, and community stakeholders.
• Receive, sort, and distribute mail, packages, deliveries, and correspondence.
• Maintain organized electronic and paper filing systems.
• Assist the Executive Director with school-wide communications and distribution of information to faculty and staff.
• Assist with preparations for faculty meetings, professional development, advisory committee meetings, special programs, ceremonies, and other AIT events.
• Maintain confidentiality regarding student, employee, personnel, financial, and other sensitive information.
• Perform other duties as assigned by the Executive Director that are consistent with the responsibilities of the position.

• Maintain accurate and current financial records for AIT accounts in accordance with established policies, procedures, and internal controls using CSI/Smart Fusion
• Process and maintain documentation for financial transactions, including purchase orders, requisitions, invoices, deposits, reimbursements, transfers, and other authorized transactions.
• Receive, receipt, safeguard, account for, and prepare deposits for funds collected by AIT.
• Ensure appropriate supporting documentation is maintained for all financial transactions.
• Review invoices and supporting documentation for accuracy prior to processing or submission for payment.
• Monitor expenditures, revenues, account balances, and financial activity.
• Reconcile financial accounts and records as required.
• Investigate discrepancies and promptly communicate financial concerns to the Executive Director.
• Prepare financial reports and account summaries for the Executive Director and other authorized personnel.
• Maintain vendor records and communicate with vendors regarding quotes, orders, invoices, payments, credits, and other financial matters.
• Assist faculty and staff with established purchasing, reimbursement, and financial procedures.
• Maintain organized financial records in preparation for internal and external audits.
• Assist auditors and authorized personnel by providing requested financial documentation.
• Maintain appropriate internal controls and separation of duties in accordance with established financial procedures.
• Ensure funds are used only for authorized and allowable purposes.
• Assist with financial and administrative transactions involving multiple partner districts.
• Maintain clear and accurate documentation identifying the appropriate district, program, account, or funding source associated with transactions.
• Communicate with district finance, procurement, accounts payable, human resources, and administrative…