Bookkeeper/Secretary to Principal

FAYETTE COUNTY PUBLIC SCHOOLS

Secretary/Bookkeeper to Principal

Position Description

The Fayette County Public School System does not discriminate on the basis of race, color, religion, sex, national origin, age or

disability in any of its employment practices, educational programs, services or activities.

WORK LOCATION:

Assigned School

REPORTS TO:

Principal

SALARY SCHEDULE:

Classified Salary Schedule

PAY GRADE:

3880

FLSA STATUS:

Non-Exempt

WORK CALENDAR:

240 Days

8Hr/Day

APPROVED (Board):

November 2004

REVISED:

November

2024;

September

2023;

September 2022;

June

2022; February 2018

SUMMARY: Under the general supervision of the elementary/middle school principal, use standardized procedures to perform diverse and complex administrative support duties; maintain records of financial transactions; apply principles of accounting to analyze financial information and prepare financial reports; coordinate the implementation of accounting controls; and administer school budgets.

ESSENTIAL FUNCTIONS:

1.Demonstrate prompt and regular attendance

2.Perform usual office routines and practices associated with a busy and efficient office

3.Assure the smooth and efficient operation of the school office for maximum positive impact on the education of students

4.Maintain the principal's calendar of appointments

5.Receive, screen and route incoming calls for the principal; take messages, as necessary, for students, teachers and staff

6.Prepare correspondences, including confidential correspondences, for the principal; prepare memos, letters and other correspondences for other school personnel, as needed

7.Compile reports, surveys, and otherwise assist in the preparation of reports, as required

8.Establish and maintain appropriate filing systems, including but not limited to files for pertinent school correspondence, teacher information and the annual schedule of events

9.Maintain school-based personnel records and files

10.Prepare forms for personnel actions including transfers, reclassifications and recommendations for employment, terminations and employee benefits

11.Coordinate substitute teachers; enter leave entries into the absence management platform

12.Verify the accuracy of employee leave

13.Assist the principal with creating and managing the budget

14.Serve as the point of contact for all FMLA and Workers' Compensation requests

15.Sort and distribute incoming mail and packages

16.Assist teachers in preparing or securing any instructional materials as requested

17.Assume responsibility for all financial transactions associated with the collection of funds for student insurance

18.Maintain a comprehensive invoice file to include but not be limited to requests for payments and accompanying invoices and purchase orders

19.Oversee all purchasing functions at the school level

20.Print and mail checks to vendors

21.Collect funds from various organizations and accounts; count funds, maintain a record of all transactions and deposit funds into bank accounts

22.File receipts and check stubs monthly

23.Maintain a financial recordkeeping system that satisfies annual audit requirements

2024

24.Print specific reports (e.g., financial reports, checks, deposits, transfer entry, etc.) to comply with audit requirements; ensure that these reports correspond with monthly bank statements

25.Submit financial reports to central office monthly

26.Disseminate information to students and their parents/guardians to advise them of outstanding payments owed; collect outstanding payments from students and their parents/guardians

27.Maintain property and textbook inventories

28.Ability to be present at the physical worksite

29.Must be able to properly and consistently supervise students, particularly during emergency situations

30.Perform other duties as assigned and allowable by intended program

REQUIRED QUALIFICATIONS:

High school diploma or state approved high school equivalent Exceptional keyboarding, telephone and filing skills Proficiency in administrative technology

Excellent problem-solving skills

Excellent oral, written and interpersonal communication skills Ability to handle and complete multiple tasks simultaneously Two years' accounting or bookkeeping experience

Proficiency in a variety of computer software programs including Microsoft Office

Experience in an office setting as a secretary, administrative assistant, office manager, or comparable position

PHYSICAL DEMANDS:

Routine physical activities associated with typical office setting. Ability to exert up to 20 pounds of force occasionally, and/or up to 10 pounds frequently, and/or a negligible amount of force constantly to move objects. Frequent sitting, standing, walking, bending, stooping, kneeling, crouching, reaching, handling and repetitive fine motor activities. Vision, hearing and verbal communications are essential functions of this position.

PREFERRED QUALIFICATIONS:

Associate Degree in Finance/Accounting or related field

Experience in a school setting

REQUIRED DUTIES & RESPONSIBILITIES:

The employee must be able to satisfactorily perform each essential function of the position. When appropriate, reasonable accommodations will be provided to afford persons with disabilities an opportunity to perform the essential functions of the position. Employees are expected to attend all required meetings as approved by the supervisor. The employee will adhere to the Georgia Professional Standards Commission's Code of Ethics for Educators, all Fayette County Board of Education policies, administrative regulations, school system procedures, and all other applicable professional performance criteria. Maintenance of criminal history check is required for all employees.

Secretary Bookkeeper to Principal