CTE)

Alexander County Schools•Taylorsville, NC

About The Position

BOOKKEEPER/DATA MANAGER Student Success Center/Career and Technical Education Department General Statement of Job Bookkeeper responsibilities include receipting payments, requesting purchase orders, preparing financial reports and maintaining accounting records and processing payroll records. Data Manager duties include technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance and demographic statistics in an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs which are part of the Student Information Management System to develop and maintain records of student attendance, class schedules, grades, demographic statistics, immunizations, etc. and preparing associated reports. Also provides general clerical support in the school office. Required qualifications Associate Degree or higher, preferred, or strong related experience. Applicant must hold a valid NC state driver’s license. Essential duties and responsibilities Foster positive relationships with students, families, and community members by delivering responsive, confidential, and service-oriented office support in alignment with school policies and procedures. Maintain and process all purchase order requisitions using the LINQ system including teacher communication, spreadsheet documentation, copying, filing, and purchasing. Manage daily invoices and bills by coding and reconciling purchase orders, requisitions, and packing slips prior to submission to Finance; maintain organized hard-copy binders for audit and compliance purposes. Maintain all local, state, and school accounts. Reconcile all state and local accounts to the LINQ Spreadsheets. Process employee leave forms, including coding, documentation, and submission. Maintain absences of all school employees using the substitute calling system Enter absences of all school employees on the Timekeeper/LINQ system, edit absence reports. Maintain and process hourly employee timesheets. Process all accounts payables and receivables. Reconcile school bank account. Collect and receipt money that comes in from fundraisers, athletic games, and other activities. Process end of year reports for auditing purposes. Enter and manage student data in Infinite Campus including enrollments, withdrawals, student/teacher/room schedules, transcripts, test scores, immunizations, demographics, etc. Monitor student absences for correct excused/unexcused coding. Corresponds with parents concerning student absences and tardiness, including attendance letters per school district procedures. Directs teachers concerning attendance procedures and policies. Select data from varied sources, and summarizes information for standard reports, including preparing reports for submission to school administrators, school system administrators, and State Department of Public Instruction, as required or as requested, ensuring delivery in a timely manner and records various files on storage disks as backup copies or for delivery to appropriate officials or offices. Prepare and maintain database of student enrollment, recording such data as student’s name, address, parents or guardians, sex, race, immunization record, grade of assignment, class schedule, school bus assignment, lunch period assignment, medical needs, emergency contacts, etc. Oversee student entry and withdrawal from the school. Process arriving student’s cumulative records and prepares cumulative records for departing students. Manage student cumulative records according to federal (FERPA) and district policies and procedures. Attend seminars, conferences, workshops, classes, lectures, etc. as appropriate to enhance and maintain knowledge of trends and developments in the field of database management. Collect data for and print marking period report cards. Coordinate and schedule repairs for office equipment. General clerical work, such as making copies, answering telephones, and assisting visitors to the school office. Additional duties Performs other related tasks as assigned by the supervisor Essential knowledge and abilities Professionalism and ability to assure confidentiality regarding all matters and information. Strong computer skills. High level of accuracy in data entry and management. Administrative skills to interpret county and state policies governing enrollment/withdrawal, attendance, immunizations, and health records. Verbal and oral Communication skills to communicate with school personnel, students, parents, and outside agencies effectively and efficiently. Software/word processing skills for data entry, reporting, word processing, desktop publishing, spreadsheets, and PowerSchool program. Ability to maintain complete and accurate records and to develop standard reports from those records. Ability to understand and follow oral and written instructions. Ability to establish and maintain effective working relationships as necessitated by work assignments. Uses discretion to structure tasks to meet expectations and prioritizes to meet deadlines. Needs limited supervision and can work independently and as a part of a team. Willingness to learn new skills. Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must have strong interpersonal skills and requires the ability to deal with people beyond giving and receiving instructions. Ability to perform all basic office functions and must be able to use a variety of office equipment such as computers, copiers, calculators, phones, pencils, etc. Must be able to exert up to 10 pounds of force occasionally; and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects. The abilities described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

Associate Degree or higher, preferred, or strong related experience.
Applicant must hold a valid NC state driver’s license.
Professionalism and ability to assure confidentiality regarding all matters and information.
Strong computer skills.
High level of accuracy in data entry and management.
Administrative skills to interpret county and state policies governing enrollment/withdrawal, attendance, immunizations, and health records.
Verbal and oral Communication skills to communicate with school personnel, students, parents, and outside agencies effectively and efficiently.
Software/word processing skills for data entry, reporting, word processing, desktop publishing, spreadsheets, and PowerSchool program.
Ability to maintain complete and accurate records and to develop standard reports from those records.
Ability to understand and follow oral and written instructions.
Ability to establish and maintain effective working relationships as necessitated by work assignments.
Uses discretion to structure tasks to meet expectations and prioritizes to meet deadlines.
Needs limited supervision and can work independently and as a part of a team.
Willingness to learn new skills.
Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Must have strong interpersonal skills and requires the ability to deal with people beyond giving and receiving instructions.
Ability to perform all basic office functions and must be able to use a variety of office equipment such as computers, copiers, calculators, phones, pencils, etc.
Must be able to exert up to 10 pounds of force occasionally; and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

Responsibilities

Foster positive relationships with students, families, and community members by delivering responsive, confidential, and service-oriented office support in alignment with school policies and procedures.
Maintain and process all purchase order requisitions using the LINQ system including teacher communication, spreadsheet documentation, copying, filing, and purchasing.
Manage daily invoices and bills by coding and reconciling purchase orders, requisitions, and packing slips prior to submission to Finance; maintain organized hard-copy binders for audit and compliance purposes.
Maintain all local, state, and school accounts.
Reconcile all state and local accounts to the LINQ Spreadsheets.
Process employee leave forms, including coding, documentation, and submission.
Maintain absences of all school employees using the substitute calling system
Enter absences of all school employees on the Timekeeper/LINQ system, edit absence reports.
Maintain and process hourly employee timesheets.
Process all accounts payables and receivables.
Reconcile school bank account.
Collect and receipt money that comes in from fundraisers, athletic games, and other activities.
Process end of year reports for auditing purposes.
Enter and manage student data in Infinite Campus including enrollments, withdrawals, student/teacher/room schedules, transcripts, test scores, immunizations, demographics, etc.
Monitor student absences for correct excused/unexcused coding.
Corresponds with parents concerning student absences and tardiness, including attendance letters per school district procedures.
Directs teachers concerning attendance procedures and policies.
Select data from varied sources, and summarizes information for standard reports, including preparing reports for submission to school administrators, school system administrators, and State Department of Public Instruction, as required or as requested, ensuring delivery in a timely manner and records various files on storage disks as backup copies or for delivery to appropriate officials or offices.
Prepare and maintain database of student enrollment, recording such data as student’s name, address, parents or guardians, sex, race, immunization record, grade of assignment, class schedule, school bus assignment, lunch period assignment, medical needs, emergency contacts, etc.
Oversee student entry and withdrawal from the school.
Process arriving student’s cumulative records and prepares cumulative records for departing students.
Manage student cumulative records according to federal (FERPA) and district policies and procedures.
Attend seminars, conferences, workshops, classes, lectures, etc. as appropriate to enhance and maintain knowledge of trends and developments in the field of database management.
Collect data for and print marking period report cards.
Coordinate and schedule repairs for office equipment.
General clerical work, such as making copies, answering telephones, and assisting visitors to the school office.
Performs other related tasks as assigned by the supervisor