Executive Support Specialist / Bookkeeper - 240 Days

Department: School • Reports to: Principal

About the role

Employee receives general supervision within a broad framework of policies and procedures. The role requires an understanding of 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.

Responsibilities

• Handles, records, and deposits all money collected according to district policy.
• Assists the Principal in setting up budgets prior to the new school year.
• Manages expense and revenue accounts needed for posting budgets and reviews all budget postings for accuracy.
• Generates and manages purchase orders.
• Submits check requests in a timely manner to ensure timely payment.
• Checks in supplies before distributing.
• Records and submits teacher attendance/absence documentation to payroll in a timely manner.
• Compiles and submits payroll documentation in a timely manner.
• Maintains petty cash and accompanying documentation according to district policy.
• Manages Field Trip requests and submits requests online.
• Submits workers' compensation information.
• Must obtain Notary Certification within 90 days.
• Assists with daily attendance: signing in late students so the attendance clerk may enter data into PowerSchool in a timely manner.
• Assists with entering absence excuses into PowerSchool as needed to maintain current records.
• Serves as the Principal's secretary, addressing phone calls and preparing correspondence, calendars, rosters, schedules, and letters as requested by administration.
• Submits work orders to Maintenance.
• Serves as Sure Watch contact and responds to school if called.
• Assists parents/visitors who enter the office with joy and enthusiasm.
• Assists PowerSchool/attendance/registrar as needed (cross-trains to ensure smooth operation in absence).
• Signs in late students while the attendance clerk enters them into PowerSchool.
• Completes all other duties/tasks as assigned by the principal.
• Registers and withdraws students during the summer following district policies.
• Assists in obtaining special education documentation.
• Forwards and requests student records.
• Makes necessary schedule changes.
• Updates permanent records as needed and oversees updates to ensure accurate information.
• Performs volunteer background checks.

Requirements

• 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.
• One of the following:
  • WorkKeys Assessment with a passing score of at least Level 2.
  • Bachelor's Degree (official transcripts required).
• Must obtain Notary Certification within 90 days of employment.

Skills

• Excellent written and verbal communication, organizational, and telephone skills.
• Knowledge of Business English and grammar.
• Knowledge of departmental policies, procedures, and operations.
• Working knowledge of the principles of office management and modern office procedures.
• Knowledge of records and forms to be prepared and maintained.
• Exceptional proficiency with technology, including:
  • Websites
  • Microsoft Word, Excel, PowerPoint, Access, Publisher
  • Google Suites
  • Digital photography
• Ability to interpret and apply detailed oral and written instructions.
• Ability to read and interpret documents, write routine reports, and speak effectively using Standard English.
• Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions.
• 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.
• 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 are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regularly required to stand, walk, and sit at a desk.
• Frequently required to squat, stoop, kneel, reach above the head, and reach forward.
• Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Lifting/moving of items up to 25 pounds.
• No travel required.
• Operation of standard office equipment.

Work Environment

The work environment characteristics described are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Conducts duties in an office environment with no significant exposure to environmental conditions.
• Works indoors regularly.
• Must meet deadlines with time constraints.
• Noise level is usually low.
• Requires ability to work under a degree of stress related to duties that require constant attention and meeting deadlines.