Job Title :

BOOKKEEPER/ SECRETARY /DATA PROCESSOR

Supervised by/Reports to:

School Principal & Chief School Finance Officer FLSA Status:

Non-exempt Job Goal:

To assure the smooth and efficient operation of the school office so that the maximum positive impact on the education of children can be realized

Qualifications:

At least a High School Diploma Other formal education preferred but not required Ability to meet the suitability criteria for employment and/or certification /licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457 Evidence of a reasonable degree of secretarial skills including but not limited to, typing, bookkeeping, organizing, communicating, word processing, Excel, spreadsheets, PowerPoint, Google Suite, etc. At least three years computer experience required Working knowledge of basic office procedures and the operation of common office equipment and machines Such alternatives or additions to the above qualifications as the Fayette County Board of Education may find appropriate and acceptable.

Performance Responsibilities and Essential Functions:

Prepares and/or assists in the preparation of all necessary applications, financial records, and reports required by the federal, state, and local school government Files and prepares documents and other reports as directed by the Chief School Finance Officer Receive and record cash receipts accurately and timely Prepare purchase orders and place orders against local school and board accounts as funds are available Track and record fixed asset purchases and report same to central office to assist the local school bookkeeper as needed Receive and check all invoices against assigned purchase orders for accuracy and prepare invoices for payment Ensure that all local school invoices are paid in a timely manner Maintain a complete and systematic set of records of all financial transactions of the school Summarize and balance entries recorded in individual journals and ledgers, and transfer data to general ledgers Prepare financial statements, income statements, and cost reports to reflect financial condition of the school Trace errors and record adjustment to correct charges or credits posted incorrectly Adheres to and promotes Fayette County School Board policies and procedures Coordinates, assembles, tabulates and calculates payroll data, as well as, maintaining payroll records in the absence of payroll personnel at the local school Prepares payroll reports such as hours worked in the absence of payroll personnel Records and maintains employee leave and absentees on required reports submitted to the Central Office in the absence of payroll personnel Perform the usual office routines and practices associated with a busy yet productive and smoothly run office Obtain, gather, and organize pertinent data needed and put it into usable form Maintain a regular filing system, as well as a set of locked confidential files, and process incoming correspondence as instructed Place and receive telephone calls and record messages if needed Order and maintain supplies as needed with knowledge of principal if needed Greets visitors, answers telephone, and provides information in a timely and professional manner if needed Prepares general correspondence, memorandums, reports, schedules, and other materials from rough drafts, copy, notes or verbal instructions if needed Properly uses and maintains office equipment. Demonstrates skill and proficiency in necessary technology Maintains appointment calendar, schedule appointments, conferences, and meetings as requested or required Collects and prepares data as needed, review for accuracy, completeness and conformance to established standards Possesses a thorough knowledge of staff responsibilities and programs within a worksite Demonstrates proficiency in written and oral communication Demonstrates a high degree of professionalism and ethics Demonstrates initiative and competence Demonstrates the ability to work independently Perform any and all related and appropriate duties as requested by the CSFO, principal and the

Superintendent of Education Terms of Employment:

Ten-month position in accordance with the Fayette County Board of Education's salary schedule.

Evaluation:

Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Fayette County Board of Education's Policy on evaluation of classified personnel. The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. 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