Executive Support Specialist​/Bookkeeper

Position: Executive Support Specialist / Bookkeeper - 240 Days

Join to apply for the Executive Support Specialist / Bookkeeper - 240 Days role at Lexington School District Two

Northside Middle School Profile Lexington School District Two Position Description

Position Title: Executive Support Specialist – Bookkeeper - 240

Department: School

Reports To: Principal

Prepared By: Stephanie Hucks, HRD Date: 12/19/2025

Approved By: Dr. Angela Cooper, CHRO Date: 12/19/2025

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.

Bookkeeper & 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 reviews 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
• Must obtain Notary Certification within 90 days

Attendance

• 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

• Principal’s secretary
• 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
• Maintain drill documentation (fire, intruder, weather, earthquake, etc) and notify appropriate, district level contacts
• 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

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

Job Specifications

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, Power point, Access, Publisher 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…