Elementary Bookkeeper - Elkmont Elementary

Job Summary

"Focused on Quality: Committed to Excellence."

Job Title: ELEMENTARY BOOKKEEPER

Supervised by/Reports to: Chief School Financial Officer

FLSA Status: Non-Exempt

Job Goals:

1. Under the direction of the school Principal, the employee is responsible for maintaining the school financial records, performing general secretarial and receptionist duties, administering the Child Nutrition Program and processing school payroll and leave information. Perform other duties as required.

Qualifications:

1. Associate degree in accounting or high school diploma and at least five years' experience in an accounting position preferred. Any combination of education and experience which provides the qualifications listed previously will be considered.
2. Experience as a school Bookkeeper is desired.
3. Knowledge of bookkeeping/accounting procedures and CNP regulations/procedures.
4. Writing skills to compose, revise, correct, correspondence, etc.
5. Basic math skills to add, subtract, multiply and divide.
6. Reading skills to comprehend policies and guidelines.
7. Ability to type, use computers and related software, and to operate a calculator.
8. Ability to communicate in person and over the telephone.

Performance Responsibilities and Essential Functions:

Receipts:

1. Count, verify, and receipts money from various school activities to include clubs, classes, athletic events, concessions, vending machines and lunch room income, fund raiser ticket sales.
2. Total receipts from receipt book.
3. Maintain journal for all income and individual account records.
4. Prepare bank deposit slips.
5. Make entries on computer from cash receipt forms.
6. Check totals on computer entries with totals in receipt book.
7. Print and file cash receipt printouts.
8. Maintain numerical file for all cash receipt forms and deposit slips.
9. Compare returned deposit slips with cash receipt account.
10. Make necessary corrections.

Purchase Orders/Accounts Payable:

1. Issue and receive Requisition forms.
2. Check signatures, calculations, and extensions.
3. Complete purchase order from information on requisition and issue purchase orders in numerical and chronological order.
4. Obtain approval from Principal.
5. Return original purchase orders to teachers/sponsor for presentation to vendor.
6. Log purchase orders and make computer entries for purchase orders issued.
7. Print and file purchase order register.
8. Periodically check to ensure all purchase orders are accounted for.
9. Write and issue open/standing purchase orders for monthly purchases.
10. Make necessary corrections to purchase orders (partial payment, void, amend, etc.).
11. Maintain current numerical file of open purchase orders.
12. Receive invoices for payment.
13. Check invoices for approval signatures.
14. Match invoices with appropriate P.O. and check material received against material ordered.
15. Check calculations and price extensions.
16. Write request for check/invoice when invoice is not provided.
17. Make accounts payable entries on computer.
18. Enter invoices into computer and enter vendor, invoice number, due date, amount, and receipt number.
19. Print and review batch listing for accuracy in computer entries.
20. Merge invoice bath and pull invoices for payment.
21. Check batch listing with merge printout and invoice printout for agreement and totals.
22. Print checks, check register and audit trail.
23. Review checks and compare with invoices.
24. Separate checks and obtain signatures on original for mailing.
25. Maintain numerical file on invoices with second copy of check attached.
26. File third copy in numerical check file for quick reference.
27. Maintain accounts payable file on all printouts by batch number (batch listing, merge, invoice payment, check register, audit trail).
28. Run check register to verify totals.
29. Post check numbers in logbook and enter spoiled checks.
30. Process invoices for off-line checks same as for on-line checks.
31. Type checks, obtain signature and file.
32. Make computer entries, processing one check at a time through invoice entry, merge, and record (check number and date).
33. Maintain file on all off-line check printouts.
34. File invoices with computer printed checks/invoices.
35. Set up accounts receivable and make computer entries for same.
36. Submit invoices for payment and make necessary computer entries when payment is received.
37. Issue and log instructional purchase orders, check accuracy of returned P.O.s.
38. Forward P.O.s to Superintendent's office.
39. Ensure P.O.s have teacher's signatures and file Principal's copies.

Reconcile Bank Statement

1. Make returned check entries.
2. Make cash receipt entry for interest earned (NOW account).
3. Enter information on computer (statement balance, deposits in transit, etc.).
4. Enter cleared checks by check numbers.
5. Compare cash receipts printout with total bank deposits.
6. Check for differences in amount for which check cleared and printed amount on check.
7. Check off-line checks for error in computer entries and make corrections.
8. Obtain and file reconciliation report.
9. Make phone calls to correct bank errors.
10. Make effort to collect on returned checks.

Monthly Reports and Year Close Out:

1. Print and review month-end reports and activity reports.
2. Print extra copies of activity reports for teacher/sponsor review and correction.
3. Make necessary corrections on computer with Journal Entries.
4. Make transfers, when required, from one fund to another.
5. Submit monthly reports to Principal for information and review.
6. Submit monthly Financial Reports to Superintendent.
7. Maintain file of month-end reports and activity reports.
8. Prepare transportation report.
9. Close out year, make necessary transfers, complete transfer forms, and obtain signatures of teachers/sponsors.
10. Enter any accounts payable invoices received prior to June 30 and not paid.
11. Reconcile June bank statement.
12. Check for corrections or entries to be made before closing.
13. Print and review each step in year-end closing procedure before proceeding to next step.
14. Maintain file on all ear end reports for audit, review, and information.
15. Assist Principal, teachers, vendors, etc. answering questions concerning computer printouts, paid invoices, receipts, etc.

Child Nutrition:

1. Prepare and update (from previous years list) current list of free and reduced lunch receipts.
2. Issue new members and cards for current year.
3. Prepare duplicate list for cashiers.
4. Distribute new cards to teachers along with new applications to be completed by parents.
5. Receive and check completed applications.
6. Calculate hourly, daily, or weekly earnings.
7. Determine child's eligibility for free or reduced lunches.
8. Fill in Notification letter, obtain appropriate signature and send letter to parent/guardian.
9. Make notations on all lists as to changes in status.
10. Issue cards as needed.
11. Periodically check list against enrollment and active applications.
12. Update master list and cashier's list as required.
13. Call and verify status on new students transferring from other county schools.
14. Obtain completed application from student or previous school.
15. Maintain up-to-date file on all applications (active, denied, withdrawn, verification etc.).
16. Make copies of applications and prepare list for CNP office.
17. Check with feeder schools concerning brothers/sisters enrolled there.
18. Submit list to CNP for verification.
19. Note changes due to information received from CNP office (change in status, etc.).
20. Receive and verify information from applicants when necessary.
21. Copy information and submit to CNP office.
22. Check daily receipts from lunches/breakfast for agreement with manager's report.
23. Record information from Manager's Daily Reports on Forms 104 (Daily Revenue Summary) and 106 (Daily Record of Meals Served).
24. Issue end of week/end of month checks.
25. Complete invoice form from information on form 104 and cash receipts.
26. Type or print checks.
27. Forward original check to Central Office, bookkeeping department.
28. Copy check and Form 104 for CNP office.
29. Prepare claim reports using information from Form 106 (calculated ADNM) and Attendance Report (ADA).
30. Total eligible number of children from free and reduced lunch list.
31. Submit completed report and back-up materials to CNP Office.

Payroll:

1. Maintain up-to-date records of teacher absences and substitutes.
2. Check all leave forms for dates, substitute names, signatures, etc.
3. Complete leave forms and obtain signatures when necessary.
4. Compare leave forms with teacher leave/substitute list prior to completing payroll.
5. Obtain time sheets where applicable.
6. Check total days/hours worked.
7. Complete payroll form from Central Office and Obtain payroll numbers from Central Office when needed.
8. Obtain letters, memos, etc. for back-up (professional leave, jury duty, etc.).
9. Total leave slips and check for agreement with payroll leave days.
10. Copy timesheets and leave slips, when needed, for file.
11. Submit completed, signed payroll to Central Office along with two copies of all leave slips and letters/back-up material, and one copy of all time sheets.
12. Maintain current employee leave file for reference, information, etc.
13. Update substitute personnel records/listing.
14. Perform other job-related duties as assigned by Supervisor(s).

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, walk and use hands to finger, to handle, or feel objects, equipment, or controls. The employee frequently is required to talk and hear. The employee is occasionally required to reach with hands and arms, climb stairs, bend, stoop, squat, and crouch and kneel. The employee must occasionally lift, push, pull carry and/or move up to 50 pounds. Specific vision abilities required by this job include near vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Salary: Salary to be established by The Limestone County School's District Salary Schedule.

Terms of Employment: 212 days

AEA Approved: December 1, 2017

Board Approved: December 5, 2017

The statements included in this description are not intended to be representative of the duties and responsibilities of this job. They are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included in this job description.

LIMESTONE COUNTY BOARD OF EDUCATION IS AN EQUAL OPPORTUNITY EMPLOYER