ADMINISTRATIVE ASSISTANT BOOKKEEPER

JOB QUALIFICATIONS :

Education : High school diploma, GED, associate's degree, and / or related experience preferred. Secondary training and secretarial experience are preferred.

Certification or Licensure : None is required

Skills : Must have knowledge and proficiency with computers and Excel spreadsheets, aptitude for numbers, and emphasis on accuracy.

Well-organized, self-motivated, and innovative problem-solving is preferred. Must be able to work well with a variety of stakeholders, as well as work independently to perform tasks in a timely and efficient manner with a high standard of quality and attention to detail.

Able to deal with a variety of people efficiently and effectively open-minded and energetic.

Work Experience : Prior clerical work, bookkeeping, and office experience preferred.

PRIMARY DUTY :

This position is responsible for serving as the bookkeeper / administrative assistant for the Department of Student Services.

Also providing direct support to the Director of Student Services by maintaining accurate records of accounting transactions, ensuring that financial activities comply with district policies and procedures, applying principles of accounting to analyze financial information, and preparing reports for department administration and other stakeholders as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Performs administrative duties, such as answering telephone calls, delivering messages, and receiving and distributing mail.
• Stays abreast of District requirements for accounting and bookkeeping.
• Communicates District procedures and requirements for accounting and bookkeeping to the Director and Department personnel.
• Participate in relevant professional learning.
• Manages payroll for the Student Services Department.
• Receives and processes travel for Department employees (local and out-of-town) according to District procedures.
• Verifies, allocates, and posts details of business transactions, as well as maintains and monitors Department budgets, payroll, and purchases.
• Reconciles and balances all Department general fund and grant (local, state, and federal) accounts to ensure compliance.
• In compliance with purchasing procedures, prepares and processes requisitions and purchase orders for supplies and services.
• Assists in preparing and developing annual budgets, including grants.
• Prepares files for audits.
• Inventories and distributes orders received.
• Prepares and provides to the Director financial data reports as required for effective management of the department's fiscal affairs.
• Communicates professionally with employees and vendors as needed to facilitate payment for and delivery of goods and services, as well as address questions with payroll and / or attendance concerns.
• Provide regular reports to Department Coordinators on the status of budgets they manage.
• As requested, provide reports to Directors and Coordinators to monitor the use of time and attendance software by employees to ensure accurate work logs for payroll.
• Communicates between the Department of Accounting and Finance and Student Services to help ensure proper compliance with District policies and procedures.
• Reports to the Director any irregularities and / or situations of non-compliance with the policies or procedures.
• The employee shall carry out such other and further duties, whether specifically listed above or not, as are assigned or required by such employee's supervisor, other appropriate school personnel, law board policy administrative regulation, department handbook, as are reasonably necessary to the efficient operation of the school system and its mission.

WORK ENVIRONMENT / PHYSICAL DEMANDS :

The work environment characteristics 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 essential functions. The noise level in the work environment is usually moderate.

The employee must occasionally lift and / or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk and hear.

The employee is frequently required to walk, stand, and sit.