Bookkeeper/Part Time Bookkeeper

POSITION TITLE: Bookkeeper/Part Time Bookkeeper

F.L.S.A.: Non-Exempt

QUALIFICATIONS: Vocational Preparation: Four years experience, at least three years in a position above entry level preferred.

Educational Preparation: High School Diploma or equivalent (one year related post secondary college may substitute for one year clerical experience.)

REPORTS TO: Superintendent

TERMS OF EMPLOYMENT: This position shall be recommended to the Board of Education by the Superintendent of Schools and shall receive an hourly wage, vacation and other employee fringe benefits in accordance with the Board-approved policies and resolutions. Length of work per year for this position shall be established by the Board.

JOB GOAL: To assure the smooth and efficient operation of the district office so that the office's maximum impact on the education of children can be realized.
Bookkeeper responsibilities are assigned upon employment. Work duties may be assigned verbally or in writing. Bookkeeper work involves ongoing contact with supervisor and other staff. Employee in this position will be evaluated annually.

ESSENTIAL JOB FUNCTIONS: This job includes a comprehensive range and variety of accounting, clerical, and organizational duties. Performing these duties requires a high level of initiative, independent judgment, assuming responsibility, and making decisions about procedures and processes to be followed, and actions to be taken throughout the school district. Duties frequently require the discreet and tactful handling of highly sensitive and confidential material. Interaction with diverse public must be handled effectively and efficiently. Responsibilities may also involve coordinating and managing the work of other bookkeeping and secretarial staff within the central office, elementary, and high schools. Inefficiency and mistakes in handling these duties often incur major consequences.

  • Keeps record of financial transactions for the district.
  • Verifies, allocates, and posts details of business transactions to accounts in journals or computer files from documents such as invoices, receipts, check stubs, and computer printouts.
  • Summarizes details in separate ledgers or computer files and transfers data to general ledger.
  • Reconciles and balances accounts.
  • Compiles reports to show statistical data such as cash receipts and expenditures, profit and loss, and other items pertinent to the operation of the district.
  • Calculates employee wages from time cards or contracts. Prepares checks/direct deposit for the payment of wages.
  • Maintains and tracks totals of employee personal, sick, and professional leave days.
  • Prepares withholding of Social Security, and other state/federal taxes, insurance and other benefits. Prepares a timely reconciliation and submission of payment for these withholdings.
  • Approves all district accounts payable against purchase orders. Prepares payment to vendors in a timely manner.
  • Prepares all required materials for annual audit.
  • Processes cash receipts and identifies their proper fund placement.
  • Prepares Expenditure Reports, makes Budget Amendments, maintains and has a working knowledge of the General Ledger.
  • Prepares and files ASBR Reports.
  • Initiates contact and transacts business with banks, county, and other outside agencies.
  • Manages enrollment, coverage, and payment of all insurance/benefits for the employees of the school district.
  • Ability to make yourself available and receptive to all questions regarding insurance/benefits and payroll for the employees and provide answers or re-direct them as necessary.
  •  Work closely with the insurance/benefits providers to ensure proper coverage is in effect for all staff.
  • Keeps superintendent informed of any issues or concerns that arise within scope of duties or the district.
  • Performs all EOY and FEOY reports and procedures including issuing W-2, and 1099 and filing with appropriate state and federal agencies.
  • Prepares budget for the new fiscal year.
  • Prepares comparative analysis of salary schedules for review and approval by superintendent and the school board.
  • Issues employee contracts and letters of intent.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of current accounting practices, procedures, and equipment.
  • Knowledge of business and accounting language.
  • Skill in typing accurately from rough draft or plain copy at a working rate of speed.
  • Proficiency in using 10-key adding machine by touch.
  • Ability to understand and follow written and oral directions.
  • Ability to check numbers and written material for accuracy.
  • Ability to make arithmetic computation and tabulations accurately with speed.
  • Ability to maintain accounting records and prepare reports from varied statistical and accounting information.
  • Ability to prioritize work to meet goals on a timely basis.
  • Ability to develop, lay out and implement accounting, budgeting, and benefits procedures.
  • Ability to establish and maintain positive working relationships with other employees and the public.
  • Working knowledge of computer word processing systems, spreadsheet applications, and database systems.

PHYSICAL DEMANDS: While performing the duties of this position an employee is regularly required to sit, talk and hear. The employee is frequently required to walk and use fingers. The employee is occasionally required to stand, reach, and bend, lift, and carry up to ten pounds. The employee must have the ability to lift 40 pounds to shoulder height occasionally. Close vision ability to look at a computer screen for long periods of time is required.

CONDITIONS AND ENVIRONMENT: The environment is consistent with a typical school/office environment.