Executive Support Specialist​/Bookkeeper

Executive Support Specialist / Bookkeeper - 240 Days

• Position Type:
  Support Staff/ Office Support (240-days)

Position Title:

Executive Support Specialist – Bookkeeper - 240 days
Department:
School

Reports To:

Principal
Prepared By:
Stephanie Hucks, HRD Date:
January 12, 2026
Approved By:
Dr. Angela Cooper, CHRO Date:
January 12, 2026

SUMMARY/FUNCTION:
Employee receives general supervision within a broad framework of policies and procedures. Employee in the role possesses an understanding of the accounting and budget processes, internal controls, bookkeeping procedures, automated accounting systems, fund accounting encumbrances, accounting system requirements and knowledge of applicable laws, statutes, rules, codes, and ordinances.

DUTIES AND RESPONSIBILITIES:

Other duties may be assigned. The following duties are examples of assignments performed by incumbents in this classification. It is not a totally comprehensive list of duties, nor is it restrictive regarding job assignments.

Handles, records and deposits all money collected according to district policy

Assist the Principal in setting up budgets prior to the new school year

Manage expense and revenue accounts needed for posting budgets and reviews all budget postings for accuracy

Generate and manages purchase orders

Submit check requests in a timely manner to ensure timely payment

Record and submit teacher attendance/absence documentation to payroll in a timely manner

Compile and submit payroll documentation in a timely manner

Maintain petty cash and accompanying documentation according to district policy

Manage Field Trip requests - submit requests on-line

• Submit workers comp information
• Must obtain Notary Certification within 90 days

Assist with daily attendance: signing in late students so the attendance clerk may enter data into Power School in a timely manner

Assist with entering absence excuses into Power School as needed to maintain current records

Secretarial

Address phone call needs to the best of your ability before passing it on to teachers and/or administration

Prepare correspondence, calendars, roster, schedules, and letters as requested by administration

Submit work orders to Maintenance

Sure Watch contact – respond to school if called

Assist parents/visitors who enter the office with joy and enthusiasm

Assist Power School/attendance/registrar as needed (cross train to ensure smooth operation in her absence)

Sign in late students while attendance clerk enters them into Power School

Complete all other duties/tasks as assigned by the principal

Volunteer Background Checks

Power School & Records

Register and withdraw students during the summer following district policies

Assist in obtaining special education documentation

Forward and request student records

Make necessary schedule changes

Update permanent records as needed

Oversee updates to ensure accurate information

Education and Experience:

High school graduate or equivalent. Secretarial or clerical experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Associate’s degree preferred.

Knowledge:

Excellent written and verbal communication, organizational, and good working knowledge of Business English and grammar. Knowledge of departmental policies, procedures, and operations. Working knowledge of the principles of office management and of modern office procedures. Knowledge of the records and forms to be prepared and maintained.

Skills/Effort:

Exceptional proficiency with technology skills, i.e., websites, Microsoft Word, Excel, Powerpoint, Access, Publisher, Google Suites and digital photography. Excellent written and verbal communication, organizational, and telephone skills. Ability to interpret and apply detailed oral and written instructions.

LANGUAGE

SKILLS:

Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively using Standard English before groups of employees of organization.

MATHEMATICAL

SKILLS:

Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to apply…