Office Support | Bookkeeper & Payroll

Office Support /Administrative Assistant

Reports to: Principal

Terms of Employment: 12 Months

Salary: State Salary Schedule Plus Local Supplement

FLSA Status: At Will/Non-Exempt

Duties and Responsibilities

Bookkeeper Duties

• Assures that all school funds are properly received and disbursed while maintaining accurate records
• Prepares and maintains monthly payrolls for all school employees
• Maintains a daily attendance record for all employees
• Secures and assigns substitutes and maintains proper records for payroll
• Verifies leave balances annually
• Maintains financial records and accepts responsibility for state, local, federal and other allotments
• Ensures expenditures do not exceed the school allotments
• Generates requisitions and purchases orders; maintains inventory of supplies
• Verifies invoices against purchase orders

Data Manager Duties

• Utilizes the computerized student information management system to maintain database on student enrollment to include student's demographic data, emergency medical information and school records
• Prepares and maintains a database of daily student attendance, absences and tardiness
• Prepares attendance reports and reconciles manual and computer reports monthly
• Prepares and establishes master schedules which show courses, classrooms, time periods, teachers, and other relevant information; runs student schedules and inputs changes and corrections
• Performs advanced scheduling which includes assisting administrators in the scheduling process, identifying and resolving scheduling conflicts
• Responsible for identifying errors and reconciliation of required state information
• Prepares and distributes academic related reports
• Prepares and maintains records of exceptional students being served
• Prepares and maintains computer testing records of students and prepares files/reports to be used in the school accountability
• Troubleshoots and provides technical support for the student information system within the school
• Serves on various school related committees, attends meetings and participates in other activities of such groups as appropriate
• Attends seminars, conferences, workshops, classes, lectures, etc., as appropriate, to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on use of the student information management system
• Performs other duties and responsibilities as assigned by supervisor

Other Duties

• Assists principal and assistant principal as necessary; assists with scheduling activities and events; prepares letters, memos, and announcements as required
• Answers incoming telephone calls and routes them to the proper person or department; answers questions regarding routine matters; directs messages to staff and students
• Greets visitors, parents, volunteers, etc. and directs them to their intended destinations
• Completes forms, permits, reports, notices, or form letters with designated or routine information as needed
• Distributes intra-office and general delivery mail
• Serves as a liaison between employees and payroll specialists to help answer payroll related questions

Qualifications

• Associate's Degree Preferred
• Graduation from high school and at least 3 years of experience in an automated office or systems environment or
• Any equivalent combination of training and experience which provides the required knowledge, skills and abilities

Physical Requirements

Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

Must be able to:

• prepare, read and comprehend a variety of job related forms, reports, spreadsheets, maps, plans, records, documentation and correspondence in all languages required by the job
• understand and conform to all rules of punctuation, grammar, diction and style
• speak to individuals or groups of people with poise, voice control and confidence
• respond adequately to inquiries or complaints
• write using standard convention in all languages required by the job
• apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions
• apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form
• communicate effectively and efficiently in all languages required by the job using whatever communication device or system is required (telephone, Braille)
• use/interpret job related terminology, mathematical formulas and functions
• deal with people beyond giving and receiving instructions
• perform under stress, deal with persons acting under stress and adapt when confronted with emergency situations
• be sensitive to cultural differences among individuals and groups of persons
• operate a motor vehicle
• operate/use a variety of automated office machines and other office equipment
• operate/use a variety of printing/graphic arts machines
• operate/use a variety of audiovisual/electronic machines and devices
• operate/use a variety of communication machines/equipment/devices
• operate/use a variety of job specific machines/equipment

Approved by: - Personnel Office

Reviewed: - 11.2024; rev. 4.2026

Disclaimer: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.