Administrative Assistant-Central Office

Job Description

Job Title: Bookkeeper/Secretary to the Superintendent and Board of Education

12 month position

Classification: Non-certified

Reports to: Superintendent and the Board of Education

Qualifications:

● High School Diploma

● Five years successful employment as a secretary, preferably within a school

district or school related organization

● Ability to type with accuracy a minimum of 50 words per minute

● Reasonable knowledge of bookkeeping principles, particularly as applied to

governmental accounting and payroll preparation

● Knowledge of computer data entry processes as they apply to payroll and

related accounting functions

● Skill in the operation of standard office machinery including ten-key adding

machine, computer, copy machine, etc.

● Ability to apply bookkeeping and accounting principles to maintenance of

payroll, fiscal records and statements

● Ability to make involved and varied arithmetic computations rapidly and

accurately

● Ability to maintain confidentiality

General Statement/Summary of position:

The Bookkeeper oversees the school’s financial data and compliance by maintaining

accurate books on accounts payable and receivable, payroll and daily financial

entries and reconciliation. They perform daily accounting tasks such as monthly

financial reporting, general ledger entries, and record payments and adjustments.

The Secretary to the Superintendent is responsible for performing and/or record keeping

tasks required in the daily activities of the School Board as well as managing the day to

day operations of the Superintendent’s office in an effective manner.

Duties:

● Make preparation for school board meetings, posting required notices, records

minutes of school board meetings, and handles all school board

correspondence

● Prepare for school board elections

● Process mail, receive and route all communication

● Maintain district personnel records, teacher service records and employee

absence records

● Handle budget allocation, recording expenditures, maintaining balance for

each account, and checks monthly budget summary

● Compile data for the various reports required by federal and state agencies

● Represent the school district favorably

● Is aware of and supportive of board/district policies

● Is prompt and thorough in completing assignments and attending to details

accurately and efficiently

● Record monthly for all district employees’ vacation and PTO (paid time off) as

well as other variations from regular work schedule

● Record timesheets for all classified employees and certified extra duty

assignments such as tutoring, homebound instruction, etc.

● Answer inquiries from employees regarding payroll and benefit matters

● Maintain a regular filing system

● Order and maintain supplies as needed

● Read and interpret documents such as instructions and procedure manuals

● Interpret instructions furnished in written, oral, diagram or schedule form

● Problem solving skills

● Strong computer skills including word processing and working with spreadsheets

and databases

● Have the ability to learn new systems and software

● Write simple and complex reports and correspondence

● Speak with members of the public and staff members

● Ability to calculate figures and amounts such as discounts, interest, proportions

and percentages

● Strong interpersonal skills

● Ability to work closely with a variety of staff members and the public

● Ability to safeguard confidential information

● Consistent and regular attendance is essential

The job description in no way states or implies that these are the only duties to be

performed by the employee occupying this position. Employees may be required to

follow other job-related instructions and to perform other job-related duties as

requested, subject to all applicable state and federal laws. Certain job functions

described herein may be subject to possible modification in accordance with

applicable state and federal laws.