Job Description Code: 10G.011

Division/Department: Clerical

Pay Grade: SB-2

Pay Type: Salaried; Non-Exempt

Retirement: TRS

Contract Work Year: 215 Days/40 Hour Work Week

Reports To:  Principal/Designee

Evaluation Instrument:  PEI

MINIMUM QUALIFICATIONS

Standard high school diploma or satisfactory completion of and General Educational Development (GED) Testing Program; technical training preferred. Prior experience in bookkeeping is required. Computer, bookkeeping and calculator skills.

GOAL

Maintain accurate financial records within state laws/regulations and local policies and keep principal advised of all school accounts. 

REPRESENTATIVE DUTIES & RESPONSIBILITIES

• Provide daily administrative support by performing a variety of secretarial/clerical functions.
• Effectively communicate with supervisor to ensure that attention is given to pertinent matters.
• Follow instructions and operate within the limits of standard practices and procedures.
• Assist in maintaining efficient office operations by providing clerical relief as needed.
• Interact effectively with the general public, staff members, students, teachers, parents and administrators.
• Competency in the use of technology-based resources including computers, faxes, printers, productivity software, such as Internet use, word processers, spreadsheets, email, as well as understanding the concepts of data management and system security.
• Assist in the operation and maintenance of all office machines and equipment to promote efficiency.
• Compose correspondence, memos, reports, budgets, handbooks and other materials as needed.
• Receives, collects and disburses all funds in accordance with established policies, regulations and guidelines.
• Codes and classifies fiscal documents and posts a variety of accounts, ledgers and other records.
• Reconciles monthly bank statements and subsidiary accounts, making adjustments as needed.
• Process purchase orders; review check requests for proper documentation; prepare checks to pay bills; post ledgers, and maintain balanced accounts.
• Compile, type, file and maintain forms, summaries, reports and records as necessary to ensure accurate, up-to-date accountability.
• Receive payment, and make change for lost book fines, yearbooks, pictures, field trips and other obligations.
• Perform tasks related to the school’s store such as selling paper, pencils, books, etc.; maintain records, and order supplies.
• Inventory and request office supplies and materials as needed for daily operations.
• Advises principal on the ongoing status of all accounts and investigates status of ongoing financial activities and their impact on fund balances.
• Provides advice to students and sponsors regarding the finance-related procedures and regulations covering school projects, field trips, fund raisers, procurement issues, etc.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate in training programs to increase skills and proficiency related to assignments.
• Review current developments, literature and technical source information related to job responsibility.
• Ensure adherence to good safety procedures.
• Follow federal and state laws, as well as State and local Board policies including those related to the confidentiality of student and personnel records, standardized test material and other information.
• Perform other duties as assigned.

IMPORTANT NOTES

ESSENTIAL DUTIES

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks. (An employee who is assigned a duty or task believed to be unlawful should report the assignment to the Chief Human Resources Officer.) It should also be noted the order of duties/ responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other. 

MINIMUM REQUIREMENTS

In filling a vacant position, preferred or required credentials regarding education, training, experience, and other bona fide occupational qualifications may be established. The credentials shown in this job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be utilized as needed in the selection process. 

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

Adopted: April 20, 2000

Revised: March 2005, July 2006, July 2008, May 2011, February 2017, July 2023, July 2024