SY Bookkeeper

SCHOOL BOOKKEEPER

FLSA Classification:
Non-Exempt | Direct Supervisor:
School Principal

The purpose of this classification is to perform bookkeeping work associated with school financial activities, including accounts receivables, accounts payables, purchasing, financial reporting, budget preparation, and maintenance of records.

• Processes a variety of documentation associated with department operations within designated time frames and per established procedures.
• Ensures compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.
• Coordinates operation of school bookstore; performs daily opening/closing procedures; provides information and assistance to volunteer workers as needed; ensures adequate stock levels of store merchandise.
• Monitors inventory levels of departmental equipment/supplies and school store merchandise; initiates orders for new or replacement items; researches products and obtains competitive bids and price quotes; conducts periodic inventory counts.
• Processes documentation relating to purchasing or accounts payable functions; issues purchase order numbers; ensures availability of adequate funding and proper signature/authorization before purchases are made; prepares bid sheets, monitors status of open purchase orders; reviews invoices for accuracy, matches with purchase order, and researches discrepancies; charges purchase orders and invoices to proper budget accounts; generates checks for payment of invoices and mails to vendors;
  
  enters purchasing/payables data into computer and maintains records; ensures that all purchasing activities comply with state purchasing guidelines.
• Processes documentation relating to accounts receivable functions; receives moneys in payment of store purchases, field trips, fundraising events, book fairs, student parking spaces, student dues, or other fees/services; makes change, records transactions, and issues receipts; verifies teachers’ collection logs of monies collected from students, resolves any discrepancies with teachers, and returns logs to teachers; counts/balances cash receipts; posts receipts to computerized accounting system;
  
  maintains financial records.
• Prepares bank deposits; transports banking transactions to/from bank as needed; reconciles bank statements.
• Coordinates collection of bad debts; initiates written/verbal correspondence to research/follow up on checks returned for insufficient funds; maintains computer spreadsheet of outstanding bad check records and balances monthly with bad debts account; writes off outstanding checks or insufficient fund checks as appropriate.
• Assembles cash box for each sporting event; ensures availability of adequate change for events; processes checks for officials; prepares ticket reconciliation reports for softball, soccer, wrestling, basketball, football, baseball, or other events; balances gate receipts with ticket reconciliation.
• Monitors fundraising activities to ensure forms are approved, moneys are properly documented, and reconciliation forms are completed at end of fundraiser.
• Processes miscellaneous financial information and documentation; assembles collection log books at beginning of school year and distributes to teachers; provides written/verbal instruction to teachers on procedural changes for new school year; monitors and calculates long distance calls, faxes, and copy usage to charge expenses to proper department/organization; records copier counts from copy machines, prepares copy usage reports, and reconciles copy counts with vendor invoices;
  
  maintains 1099 vendor listing and forwards to Central Office at end-of-year; tracks BEP funds to prevent overspending; tracks vending commissions to ensure matching of checks with sales; assists with registration activities, including compiling spreadsheet of student names, amount of fees paid, and balancing moneys received with spreadsheet data.
• Processes documentation relating to department budget; assists in compiling data and preparing budget documents; works with department heads and…