Job Title: Bookkeeper Secretary
| Reports to: | Site Administrator or Supervisor |
| Job Group: | School-Related Personnel |
| FLSA: | Non-Exempt |
| Job Code: | 6200, 6201, 6204 |
| Salary Schedule: | PG02 |
JOB GOAL
Responsible for performing advanced bookkeeping and clerical duties and for providing general office support necessary for the school or department to function efficiently, including posting, classifying, computing, comparing, and filing financial data to process and maintaining financial records in accordance with established procedures.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide administrative and secretarial support with minimal direction while maintaining strict confidentiality in all aspects of work.
- Answer and screen phone calls and emails to provide information, transmit messages, direct inquiries, and provide direction to appropriate personnel.
- Greet and check in visitors, assist with inquiries, and direct them to the appropriate areas as needed.
- Maintain and update internal accounts, ensuring that cash and other funds are received, balanced, deposited and/or disbursed according to District, state, and federal guidelines.
- Prepare reports including Balance Sheet, Revenue & Expense Statement, Project Manager Report, revenue and disbursement detail reports, and other related program reports as required.
- Assist staff with financial activities to ensure all processes are carried out according to District procedures and policies.
- Coordinate and process purchases, including inputting all purchase requests, tracking purchase orders, receiving and distributing materials to appropriate departments upon arrival, reconciling expenditures, and assisting staff with proper purchasing procedures.
- Order and maintain an adequate supply of materials and supplies and arrange for equipment maintenance as needed.
- Manage P-Card transactions, including collecting and scanning receipts, verifying coding, and ensuring compliance with District procedures.
- Assist with development and preparation of the school’s District budget, including grants and other sources, and monitor the budget on a regular basis.
- Provide general office support as needed, including preparing correspondence, scheduling, receiving and distributing mail, and other related activities necessary for the office to function efficiently.
- Perform and/or provide backup for Human Resources (HR) functions including, but not limited to, new hire paperwork and workers’ compensation documentation.
- Perform and/or provide backup for Payroll functions including time entry and leaves, ensuring payroll deadlines are met.
- Utilize a variety of software programs to complete responsibilities within prescribed deadlines.
- Notify appropriate personnel of emergency and critical situations for resolution.
- Attend meetings, in-service trainings, and ongoing professional development opportunities as required.
- Provide backup for school operations as necessary including, but not limited to, clinic duty, bus supervision, and cafeteria duty if applicable.
- Perform other duties as assigned.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Knowledge of general office procedures and ability to maintain accurate bookkeeping records
- Ability to understand basic accounting, bookkeeping, financial, and mathematical computation principles
- Excellent time management skills and ability to organize, prioritize, and manage work assignments in an efficient manner and within established timeframes
- Ability to establish and maintain collaborative working relationships with all stakeholders
- Operating knowledge of computer programs, including email, word processing, spreadsheets, databases, and web-based technologies and platforms
- Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
- Ability to effectively engage in the problem-solving process
- Ability to work collaboratively with others and facilitate groups to consensus
EDUCATION, TRAINING & EXPERIENCE
- High School Diploma or General Education Degree (GED) from an accredited institution
- One year of experience in accounting, auditing, bookkeeping, or related financial activities
- OR
- Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position
CERTIFICATES, LICENSES & REGISTRATIONS
None
PREFERRED QUALIFICATIONS
- Associate degree from an accredited institution in the field of Business, Office Administration, or related field
- Three years’ experience in accounting, auditing, bookkeeping, or related financial activities in a school district
- Completion of bookkeeping educational program
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and / or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.
PHYSICAL ACTIVITY
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is required to sit, talk, and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.
MACHINES, TOOLS, EQUIPMENT
- General office equipment, including personal computers, fax machines, copiers, telephones, scanners, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
