GENERAL SUMMARY

Provides routine clerical support to assigned supervisor to ensure smooth and efficient operation of the school.  Performs various routine-to-moderately complex bookkeeping and clerical work to ensure efficient and effective school fiscal operations.  Performs a variety of duties to support area of work including typing letters, memoranda and reports, filing, copying, answering incoming calls, scheduling appointments, processing mail, keying data, etc.  Communicates effectively with students, parents and teachers.  Reports to the Principal.

ESSENTIAL FUNCTIONS

Compiles data for and prepares the school’s annual budget.

Collects, receipts, records and deposits various school revenues; prepares billing invoices as required; maintains individual accounts as assigned, including pupil activity accounts.

Obtains price quotes and verifies available funds for equipment, supplies and materials; prepares purchase orders; processes invoices for payment.

Manages the use of procurement cards.

Maintains accurate and up-to-date vendor records; communicates with vendors as needed to obtain pricing and availability information, expedite orders and resolve billing discrepancies.

Maintains inventory of office supplies.

Transfers funds as needed.

Distributes staff paychecks.

Processes reimbursement requests, travel vouchers, stipends, etc.

Maintains accurate and up-to-date ledgers and other financial records; prepares monthly and annual financial reports as required by the school and District; balances bank statements.

Prepares records for internal and external audits.

May perform routine bookkeeping and reporting duties for assigned grants.

Performs computer data entry to record and retrieve information; generates spreadsheets and other computer reports as required.

Assists supervisor and other department staff by performing a variety of clerical duties, which may include but are not limited to typing routine reports and correspondence, copying and filing documents, collating materials, sending and receiving faxes, maintaining logs and lists, processing daily mail, etc.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Greets office visitors and performs customer/public service duties as required.

Responds to inquiries and requests for assistance in areas of responsibility.

Operates and maintains a variety of equipment, which may include a computer, printer, scanner, typewriter, copier, fax machine, telephone, two-way radio, paper shredder, postage machine, etc.; uses clerical, computer and bookkeeping supplies.

Interacts and communicates with a variety of individuals and groups, which may include the immediate supervisor, other school administrators and staff, District staff, students, parents/guardians, sales representatives, various outside organizations and professionals, and the general public.

Interacts with others in a respectful and cooperative manner at all times.

Willingly performs other related duties as assigned or requested.

JOB SPECIFICATIONS

Education and Experience:

Requires a high school diploma or GED equivalent supplemented by one to two years of general bookkeeping experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type with speed and accuracy.

Knowledge:

Advanced knowledge of Business English, spelling, punctuation, mathematical computation and possession of an excellent vocabulary. Thorough knowledge of departmental policies, procedures, and operations.  Thorough knowledge of the principles of office management and of modern office procedures, systems and equipment such as typewriters, calculators, and word processors.  Thorough knowledge of spreadsheet analysis, knowledge of the records and reports which must be prepared and maintained. Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software. Knowledge in maintaining confidentiality of information of a sensitive and confidential nature. 

Skills/Effort:

Proficiency with Microsoft Office applications including Word, Excel and Access. Ability to analyze varied functions, processes and tasks for the preparation of varied and complex records and reports.  Ability to multi-task and work independently and unsupervised on confidential assignments, clerical tasks and with confrontational people.  Ability to communicate both orally and in written format with employees, parents, and students.  Ability to maintain high standards of accuracy in exercising duties.  Ability to anticipate work to be completed and initiate proper and acceptable direction for completion of work with little to no supervision and instruction.  Ability to type clear copy at the minimum required rate.  Skill in the use of general office equipment such as calculators, word processors, typewriters, computers, switchboards, etc.  Ability to create electronic reports and presentations, use the internet efficiently, communicate electronically via e-mail, and manage electronic data and files in an organized manner. Ability to make arithmetical computation and tabulations with speed and accuracy.  Excellent organization, time management and telephone skills.

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 required constant attention, and meeting deadlines.  Physical demands are restricted to office work requiring the lifting/moving of items weighing up to 25 pounds.  Routine local travel is required; no overnight travel is required.  Nature of job requires frequent use of computer and monitor for long durations.

Responsibility:

No direct budgetary or supervisory responsibility.