Executive Support Specialist​/Bookkeeper

Overview

Position Title:

Executive Support Specialist Bookkeeper - 240

Department:
School

Reports To:

Principal
Approved By:
Dr. Angela Cooper, CHRO

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.

• Bookkeeper and Payroll:
  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 review all budget postings for accuracy
• Generate and manage purchase orders
• Submit check requests in a timely manner to ensure timely payment
• Check in supplies before distributing
• 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 online
• Submit workers comp information
• Notary Certification must be obtained within 90 days

• Attendance:
  Assist with daily attendance and help the attendance clerk enter data in Power School in a timely manner
• Assist with entering absence excuses into Power School as needed to maintain current records

• Secretarial:
  Principal's secretary; address phone call needs and prepare correspondence, calendars, rosters, schedules, and letters as requested by administration
• Submit work orders to Maintenance; respond to school if called; assist parents/visitors with courtesy
• Assist Power School/attendance/registrar as needed (cross-train to ensure smooth operation in 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 and 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 skills; working knowledge of Business English and grammar; knowledge of department policies, procedures, and operations; familiarity with office management and modern office procedures; knowledge of records and forms to be prepared and maintained.
• Skills/Effort: Proficiency with technology (websites, Microsoft Word, Excel, PowerPoint, Access, Publisher, Google Suites) and digital photography. Strong written and verbal communication, organizational, and telephone skills. Ability to interpret and apply detailed instructions.
• Language
  
  Skills:
  
  Ability to read and interpret documents; write routine reports and correspondence; speak effectively in Standard English before groups of employees.
• Mathematical
  
  Skills:
  
  Ability to work with fractions, percentages, ratios, and proportions in practical situations.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions; deal with problems involving several concrete variables in standardized situations.
• Other
  
  Skills and Abilities:
  
  Ability to pass a basic skills test and technology proficiency test; establish and maintain effective working relationships with students, staff and the community; perform duties with awareness of district requirements and Board policies.

The work is generally performed in an office setting with reasonable accommodations available. Regularly required to stand, walk, and sit; occasional bending or kneeling; close vision, color vision, and depth perception may be required. This position may involve lifting up to 25 pounds. No travel is required.

Office environment with potential stress related to meeting deadlines. Requires ability to work under pressure and maintain accuracy. No significant environmental hazards.

Performance will be evaluated annually in accordance with the Board's policy on Evaluation of Clerical Personnel.

This job description is not intended as a complete listing of job duties. The incumbent is responsible for performing other related duties as assigned/required.