Executive Support Specialist / Bookkeeper - 240 Days

Executive Support Specialist Bookkeeper

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

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 manages 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 on-line
• Submit workers comp information
• Must obtain Notary Certification within 90 days

Attendance:

• Assist with daily attendance: signing in late students so the attendance clerk may enter data into PowerSchool in a timely manner
• Assist with entering absence excuses into PowerSchool 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
• 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 PowerSchool
• Complete all other duties/tasks as assigned by the principal

Volunteer Background Checks:

• 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

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, Powerpoint, Access, Publisher, Google Suites 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 of organization.

Mathematical Skills:

Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities:

Ability to pass a basic skills test and technology proficiency test. Ability to establish and maintain effective working relationships with students, staff and the community. Ability to perform duties with awareness of all district requirements and Board of Education policies.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and walk. The employee is often required to sit at a desk. The employee frequently must squat, stoop or kneel, reach above the head and reach forward. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors. The employee must be able to meet deadlines with time constraints. The noise level in the work environment is usually low. Working Conditions: Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to work under a degree of stress related to duties that require constant attention, and meeting deadlines. Physical demands are restricted to office work requiring lifting/moving of items up to 25 pounds. No travel is required. Job requires the operation of standard office equipment. Responsibility: No supervisory responsibility.

Disclaimer Statement: This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required. Evaluation: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of Clerical Personnel.