Data Manager/Secretary/Bookkeeper

Data Manager/Secretary/Bookkeeper

The Data Manager/Secretary/Bookkeeper performs a variety of technical and computer support functions for the student information system and serves as the site Treasurer, reporting to the School Finance Officer, and has considerable knowledge of accounting.

Work at this level requires a substantial knowledge of student accounting procedures and regulations, source data, and the functionality of the student information system in order to support school operations and to generate federal, state, and local electronic files effectively. The employee performs a large variety of clerical duties involving interaction with other departments and functions as a primary support to the Principal at the school site. A considerable knowledge of basic office tasks and procedures is necessary. Work is directed by precedents or board policy. The employee utilizes a large variety of guidelines, some of which may be technical and require interpretation, to analyze facts and determine the correct procedure to use. The employee may develop procedures for nontechnical and non-complex problems, and is expected to resolve problems independently. Errors are generally located only after additional processing, thus requiring several stages of correction, and may be costly to resolve. Often errors are found at the State or Federal level, resulting in lost time and the delay of money or materials. The employee receives general supervision.

Essential Job Functions

• Maintains and utilizes the computerized student information system including student enrollment information, demographics, immunizations and emergency contact information.
• Maintains computer records of students' scores on state mandated tests and standardized tests.
• Prepares and or maintains computer records of student attendance; enters data from submitted forms, reviews late-arrival forms, and reconciles absences to create absence and tardy reports.
• Prepares correspondence to parents to advise them of excessive absences according to established policies and procedures.
• Maintains and generates, and distributes students demographic, scheduling and grading information.
• Maintains records of student suspensions, student withdrawal from school, record reasons for students withdrawal and student's plans and prepares periodic statistical reports.
• Accesses the internet to download student information software and upload files.
• Facilitates transfers of student information between schools.
• Prepares attendance reports and reconciles manual and computer reports.
• Provides information and training to school staff on the use of the student information system and application of data from the system.
• Generates excel spreadsheets for Administration and teachers as needed.
• Performs routine maintenance on computers and peripheral equipment.
• Coordinates user security within the student information system with district personnel.
• Attends conferences and classes to develop and maintain knowledge of database management and the student information system.
• Accesses the Internet to download student information and upload files.
• Enters school schedule information into the information system.
• Types letters, memos, reports, bulletins, student files and records.
• Administers mediation and minor first aid in the absence of the school nurse and other office staff.
• Assists in general office duties as time permits
• Performs other related tasks as required.
• Identifies sources needed and compiles a variety of data.
• Codes data from a complex and/or large number of coding sources.
• Traces and reconciles disagreements in records.
• Maintains a variety of complex ledgers.
• Receives, receipts and deposits all monies on a daily basis.
• Processes purchase orders.
• Processes invoices for payments, writing all checks.
• Keeps all books and accounting records required.
• Reconciles bank statements.
• Submits reports of all financial transactions to the School Finance Officer on a monthly basis.
• Closes out all accounting records at year-end, including year-end schedules and reports as required.
• Responsible for payroll reporting for all staff at the school site on a daily basis.
• Responsible for payroll submission to the district on a prescribed monthly schedule.
• Sets up and maintains files or storage of a large and varied number of subjects.
• Files and retrieves information from an alphabetical, chronological, numerical, or by subject filing system.
• Purges files by prescribed procedure.
• Operates a large variety of standard office equipment.
• Originates design and layout and types tabular material, charts and statistical materials.
• Locates, identifies and gives out appropriate and accurate information.
• Composes drafts of official minutes, records or policies.
• Composes narrative materials with interpretative information relating to one or few program area(s).
• Other normal office duties and tasks as requested by the principal.

Knowledge, Skills and Abilities

Considerable knowledge of and ability to use grammar, vocabulary, spelling and punctuation. Considerable knowledge of office practices and procedures. Considerable knowledge of bookkeeping. Some knowledge of accounting techniques and procedures. Skill to operate a computer and 10-key calculator. Ability to compile and summarize information. Ability to access information through a computer network, or from a mini- or main-frame computer. Ability to use moderately complex word processing or spreadsheet software programs. Ability to reconcile divergent entries. Ability to learn, interpret and explain policies, regulation and programs. Ability to resolve problem situations. Ability to schedule variable work.

Minimum Training and Experience

High School Diploma or GED Required; Associate or Higher Degree Preferred. Two years of work experience at least one of which is data entry, or a year of work directly related to a computer system which requires knowledge of editing and completing source data; or appropriate certification from the North Carolina Association of Education Office Professionals; or an equivalent combination of education and experience. Experience supporting a high level administrator or possession of general accounting knowledge with an emphasis on payroll reporting, accounts payable and purchase orders is preferred.

Minimum Qualifications or Standards Required to Perform Essential Job Functions

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting. Work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels. Work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities. Work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.