Local School Bookkeeper/Receptionist-Bibb County Career Academy

:

10 Month Position (202 days)

JOB GOAL:

1. To provide the routine bookkeeping duties of the school under the direction of the principal.

2. To insure the smooth operation of the principal office through application of secretarial and clerical duties.

MINIMUM QUALIFICATIONS :

1. High school diploma or GED as recognized by the SDE. 2. Completion of a trade or technical school business program, OR 3. Verified proof of three (3) years' successful experience as a bookkeeper/secretary/ receptionist with comparable responsibilities in the private or public sector, OR 4. Verified proof of two (2) years' successful experience as a bookkeeper/secretary/receptionist with comparable responsibilities in a school system. 5. Proficient in the use of computer programs including Microsoft Office and Microsoft Excel, local and state programs as required; able to learn local accounting programs within a two (2) month period after employment; keyboarding and work processing skills required. 6. Competent in the use of office equipment, procedures, and practices. 7. Background clearance through FBI and ABI processes. ESSENTIAL FUNCTIONS: 1. Regular and punctual attendance required, full compliance with BSC sick leave and personal leave policies.

2. Receive, count, receipt, and post all monies coming through the office for the general account, special account and Child Nutrition account as assigned.

3. Conduct routine bookkeeping duties such as posting, balancing accounts, reporting and making bank deposits. 4. Prepare invoices for payment; arrange purchase orders and keep all supporting documents in order. 5. Enter receipts into proper activity accounts; provide activity reports to administrators and teachers.

6. Observe Alabama Local School Accounting Procedures.

7. Maintain proper files for all documents as assigned.

8. Issue receipt books; assign purchase orders for the procurement of approved materials and supplies.

9. Maintain accurate records and procedures for school grants in a timely manner; receive and send in for payment as assigned.

10. Enter and maintain equipment inventory.

11. Maintain accurate records for PTO and boosters.

12. Process lunch applications; print letters of eligibility to send parents/guardians.

13. Complete and process GEMS-U reports as required.

14. Verify trip sheets are turned in promptly and sent to the Central Office as assigned.

15. Prepare ticket reports for athletic events; file a concessions-profit report as required.

16. Assist with the handling of field trip expenses; file proper reports.

17. Retain all contracts with individuals or businesses; inform the principal of expiring contracts as assigned.

18. Provide secretarial/ receptionist services for the principal and other administrators.

19. Perform usual daily office routines and procedures as required in the position.

20. Maintain student records of checkouts, attendance and/or other student accounting as

assigned.

21. Maintain a daily teacher attendance record and the accompanying records for substitute teachers as assigned.

22. Issue student check-in, check-out passes; issue tardy passes; issue bus passes as assigned.

23. Answer telephone, give and take information, transfer calls and send e-mails to school personnel as assigned.

24. Greet visitors courteously, determine their needs, and direct them to the school personnel as assigned.

25. Maintain a calendar of appointments and a calendar of school events.

26. Distribute handbook, memorandums, announcement sheets, letters, forms, and other material as assigned.

27. Distribute incoming mail, packages, and other materials to appropriate personnel.

28. Assist the school registrar in maintaining permanent records, making copies and mailing transcripts as directed.

29. Maintain student files on computer and keep hard copy of attendance files as assigned; forward student transcripts to colleges, employment agencies and other institutions.

30. Operate office equipment such as fax machine, copiers and phone system; use computer for word processing, spreadsheets, and other applications.

31. Order office supplies as needed.

32. Select and train office assistants as assigned.

33. Attend meetings for in-service training and for professional development activities.

OTHER JOB RESPONSIBILITIES :

Assume other reasonable and equitable job-related duties as assigned by the supervisor.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

1. Ability to work a full day and additional hours as requested.

2. Ability to keep business and school matters confidential.

3. Display the ability to have integrity and honesty.

4. Ability to communicate effectively with the public in a courteous manner; work harmoniously with a diversity of individuals and/or groups including other employees and perform effectively as a team member.

5. Ability to communicate orally and in writing using excellent business English, grammar, spelling, and punctuation.

6. Demonstrated ability to use computers and computer programs (i.e.) Microsoft Office, Microsoft Excel, I-Now, local school accounting program, and other software as assigned.

7. Skill in filing, record-keeping, keyboarding, and telephone communication.

8. Skill in the operation of office equipment including, fax machines, copiers, and calculators (basic math skills).

9. Knowledge of Board policies and procedures.

10. Knowledge of the Alabama Local School Accounting Procedures.

11. Ability to organize and file materials effectively, and maintain accurate records.

12. Ability to record accurate information in print or on computer.

13. Ability to follow oral and written directions.

14. Ability to work effectively with or without supervision.

15. Complete assigned work tasks with a positive attitude.

16. Working knowledge of office procedures and practices.

17. Excellent organizational and planning skills; ability to be flexible; ability to multitask.

18. Demonstrated ability to dress and maintain personal appearance appropriate to the position.

PHYSICAL REQUIREMENTS TO PERFORM ESSENTIAL FUNCTIONS :

1. Pick up and lift up to 30 pounds on an occasional basis. 2. Sit 90% of work shift. 3. Stoop, kneel, reach, twist and turn to accomplish work tasks as required. 4. Adequate strength, dexterity, agility, and visual and auditory acuity to perform required work tasks.