Anticipated School Secretary / Bookkeeper - AHS

Alleghany County Public Schools•Covington, VA

11d•Onsite

About The Position

This position performs a variety of office duties including clerical, receptionist, and bookkeeper assignments. The role requires a high school diploma or GED, knowledge of basic office procedures, bookkeeping practices, and office equipment operation. The ideal candidate will have satisfactory prior experience as a secretary/receptionist, a strong sense of responsibility, and a reliable work attendance record.

Requirements

High school diploma or GED equivalent
Knowledge of basic office procedures
Knowledge of bookkeeping practices
Knowledge of the operation of office equipment including computers
Satisfactory prior experience as a secretary/receptionist
A sense of responsibility
A reliable previous work attendance record

Responsibilities

Receive incoming calls; take accurate messages and route to appropriate staff in a courteous and professional manner.
Receive and assist outside visitors, students, bus drivers and other employees.
Sort and route all incoming and outgoing mail.
Demonstrate sound decision making and judgment.
Possess a thorough knowledge of staff responsibilities within the work site.
Distribution of student discipline letters in a timely fashion.
Assist Principal/Assistant Principals with student handbook preparation, distribution of sporting event/school calendars, etc.
Serve as the school’s registrar in the absence of a guidance secretary.
Be prepared to assist substitute teachers when they report to main office.
Remain current in skills necessary for assignments, including technology.
Deal with problems and emergency situations in a reasonable and appropriate manner.
Create a pleasant and professional atmosphere.
Practice confidentiality of work-related matters.
Complete assigned tasks on time and accurately.
Keep accurate records of all receipts and disbursements.
Assist in the maintenance of accurate records and receipts for the funds allotted to the school for the purchase of supplies, equipment, etc.
Maintain a complete bookkeeping system for the school and all extra-curricular activities/sporting events.
Assist with keeping administration/staff advised of balances and deadlines for all orders and expenditures.
Keep separate records for funds allocated to each department/account and records purchases made against each account.
Write checks for payment of bills.
Utilize word processing equipment to prepare general correspondences, memorandums, reports, purchase orders and other materials from rough draft, copy, marginal notes, or verbal instruction.
Record, code, and file all purchase orders.
Prepare and route purchase orders and vendors’ invoices for school staff.
Check and review a variety of data for accuracy, completeness, and conformance to established standards and procedures.
Collect and prepare expenditure data at the end of each month for records and reports.
Maintain records and generates appropriate reports.
Accumulate all bills, making copies of the same for reimbursement from the appropriate agency.
Keep accurate records and write checks for supply accounts.
Prepare requisitions for funds as required by the School Board.
Maintain financial transactions of office funds.
Maintain filing system as required by supervisor.
Attend in-service training to improve skills and knowledge of work.
Assist in the maintenance of accurate school inventory and prepare the end of year reports.
Reconcile monthly bank statements.
Pick up and drop off deposit bags from the bank, as requested by administrator.
Assist in the attempt to collect bad debts due to the school and write receipts for all transactions.
Take all necessary and reasonable precautions to protect students, equipment, materials and facilities.
Perform other duties as assigned by the building administrator.