JOB DESCRIPTION

THOMASVILLE CITY BOARD OF EDUCATION

CENTRAL OFFICE

BOOKKEEPER/ADMINISTRATIVE ASSISTANT

Local Schools and General Administration

REPORTS TO: Chief School Finance Officer and Superintendent

QUALIFICATIONS:

  1. Completion of a minimum of 48 semester hours at an institution of higher education or an associate’s (64 semester hours) or higher degree required.
  2. Three or more years of experience in a comparable position or education and training.
  3. Three or more years of successful experience in the area of accounting, bookkeeping, payroll, and other finance related functions in a public school system preferred.
  4. Must meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
  5. Demonstrated knowledge and abilities of general office procedures related to organizations, filing, preparation of documents, etc.
  6. Demonstrated and working knowledge of computer software including spreadsheets, word-processing, and databases.
  7. Knowledge of the Harris Solutions/NextGen accounting system preferred.
  8. Knowledge of the Alabama State Department of Education accounting system and Accounting Manual preferred.
  9. Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
  10. Possess and maintain a valid driver’s license.
  11. Such alternatives to the above as the Board may require.

DUTIES AND RESPONSIBILITES:

1. Demonstrates support for the school system and its goals and priorities.
2. Serves as a central office bookkeeper and provides accounting services for local schools.
3. Serves as the contact for providing technical assistance and troubleshooting for local school
bookkeepers and clerical aides relative to local school accounting procedures, software,
coding, etc.
4. As directed by the Chief School Finance Officer (CSFO), performs all necessary functions
to review and verify all schools’ monthly financial data including annual budget data
before exporting for the General Ledger.
5. Assist in the general functions for local school accounting reviews and internal audits as
directed by the CSFO.
6. Balances all funds applicable to local school accounting monthly.
7. Performs and monitors the proper filing and storage of documents.
8. Assist in processing of requisitions, purchase orders, accounts payable, accounts receivable,
payroll, contracts, inventory, bank reconciliations and other processes relating to local
school accounting or system-wide accounting transactions.
9. Provides assistance to other staff and other departments as requested.
10. Assists in the preparation of various reports, letters, spreadsheets, manuals, etc., as
assigned.
11. Assist assigned central office administrators with secretarial and clerical tasks.
13. Assist with inventory of fixed assets of capitalized and non-capitalized personal property.
14. Communicates effectively and manages office communication processes as directed using
telephones, voice mail, electronic mail, postal and/or deliver services, intra-campus
delivery and other means as directed.
15. Maintains and submits reports, records, and correspondence in a timely and accurate
manner.
16. Responds to inquiries, requests, constructive feedback, concerns in a timely and accurate
manner.
17. Reports potential problems, unusual events, or work irregularities to CSFO or appropriate
administrative personnel.
18. Maintains appropriate confidentiality regarding school/workplace matters.
19. Properly uses and cares for equipment and material resources of the school system.
20. Adheres to school system rules, administrative procedures, local Board policies, and state,
federal, and local regulations.
21. Reports absences and take leave in accordance with Board policies and procedures.
22. Attend workshops and staff development programs to maintain and enhance skills as
requested by CSFO.
23. Crosstrain for other roles and duties in the Central Office.
24. Performs any and all other duties as assigned by supervisor(s).
REQUIRED KNOWLEDGE, SKILLS AND ABILITES:
1. Ability to be punctual, regular in attendance, work a standard work day and overtime as
requested.
2. Ability to provide customer service to management, local schools, other departments and
the public.
3. Ability to identify and solve problems as a productive team member.
4. Ability to use technology to communicate, to manage data, and to produce/submit required
reports, correspondence, and/or financial information.
5. Ability to follow oral and written instruction.
6. Ability to work with or without direct supervision.
7. Demonstrate consistent integrity, honesty, dependability and confidentiality.
8. Complete assigned work tasks with a positive attitude.
9. Ability to work with a significant diversity of individuals and/or groups, and perform
work tasks effectively.
JOB GOAL:
To provide bookkeeping and accounting support services to contribute and enhance the efficient and effective operations of the School System.
To assist designated school system administrators with efficient and effective office management and clerical tasks.
EVALUATION:
Job performance for tenured or non-probationary personnel will be evaluated by the immediate supervisor based on Board Policy. Probationary personnel will be evaluated annually.
APPEALS:
An employee who is not satisfied with his/her evaluation shall seek recourse by following the grievance procedure.
FLSA: Non-Exempt
6/2017