SCHOOL BOOKKEEPER The School Bookkeeper is an important member of the school leadership team and is directly responsible to assure the smooth and efficient operation of the school office so that the school’s maximum positive impact on the education of children can be realized. They are also responsible for processing, monitoring and managing the school’s financial transactions.
QUALIFICATIONS:
- At least a high school diploma or the equivalent
- Proficiency in computer software applications (Word, Excel, Power Point) and ability to learn new software applications
- Strong interpersonal skills as well as written and oral communication skills with exceptional attention to detail are essential (must be a self-starter/self-motivator and energetic)
- Ability to effectively communicate with administrators, staff, and public
- Confidentiality, maturity, and professionalism at all times are essential for this position
- Perform duties in competent, efficient manner
REPORTS TO:
Principal, Director of Operations, and District’s MSIS/Sam Coordinator
DUTIES AND RESPONSIBLITIES:
Duties include but not limited to the following:
- Responsible for student activity, athletics, club funds and other school funds to insure board policies and guidelines are followed for spending and receipting of funds
- Assist Principal(s) with each budget, keeping them informed on a weekly basis of available funds
- Assist Principal(s) with the ordering of materials/supplies with budgeted funds by reconciling available budgets and preparing requisitions for the purchase of materials/supplies
- Process purchases including inputting all purchase requisitions in the computer, tracking purchase orders, receipting and distributing materials to appropriate staff upon arrival and preparing invoices to be sent to the Central Office for payment in a timely manner
- Communicate with vendors to resolve discrepancies between the school and the vendor; to investigate and acquire various materials, supplies, textbooks and equipment through approved District procedures
- Collects funds from all academic, student activities, and/or athletic events (e.g. ticket sales, yearbook purchases, fundraising sales, etc.) for the purpose of ensuring the accuracy and timely completion of transactions such as receipting funds, preparing bank deposit, and making sure deposit gets to bank
- Responsible to request activity/athletic event tickets and if applicable, prepare cash box and forms for officials, reconcile tickets sold with cash, deposit money and turn all necessary paperwork in to Central Office
- High school bookkeepers are required to be at all home football games to help with ticket sales and money collected from the gates
- Responsible to maintain the school’s fixed asset inventory and make sure all paperwork is completed properly and in a timely manner
- Required to maintain fixed asset listing in designated envelope in each room where assets are kept
- Required to participate in all internal and external audits verifying accuracy of inventory
- Helps Principal(s) with maintaining the petty cash fund
- Performs general clerical functions, such as answering telephone, distributing mail, packages, supplies, scheduling, copying, faxing, etc.) for the purpose of supporting the school
- Receives incoming mail and freight, inspect for accuracy and make deliveries to appropriate staff
- Helps staff in filling out leave request forms and/or requesting reimbursement for travel expenses
- Helps with all field trip requests, making sure paperwork is completed properly
- Request school buses when needed for field trips/athletic trips
- Helps with all fundraising requests, making sure paperwork is completed properly to be presented to board for approval and completing the post activity information when event is finished to be turned in to the Central Office
- Maintain leave forms and time sheets for all bus drivers, figure bus driver time, and turn in to the Central Office each payroll period
- Any other duties as assigned by the Principal and/or Director of Operations
TERMS OF EMPLOYMENT:
- FSLA Status: Non-exempt
- “At-Will” position
- To be employed twelve (12) months per year
- Salary is established by Board policy
EVALUATION:
Performance in this position will be evaluated by the Principal annually in accordance with provisions of the Board's policies on evaluation
OTHER PERFORMANCE RESPONSIBILITIES:
- Follows the Mississippi Code of Ethics
- Follows Marion County School District Board Policies
- Work Habits:
- Observes assigned work hours
- Maintains a pattern of prompt and regular attendance
- Follows the daily schedule as prescribed
- Adjusts to work assignments and/or schedule changes
- Personal Qualities:
- Demonstrates a positive attitude toward work assignments
- Accepts responsibility for the work assigned
- Maintains appropriate appearance and personal hygiene
- Accepts constructive criticism
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MSIS/SAM Data Clerk DUTIES AND RESPONSIBLITIES: Duties include but not limited to the following:
• School contact person for SAM/MSIS related issues
• Keeps an accurate account of all records within SAM and MSIS
• Responsible for MSIS data collection and submission to MDE
• Updates school data in MSIS
• Works with school principals and secretaries in making sure student data information is current and up to date, updates student info in MSIS when changes are made (attendance, DOB, etc.)
• Enroll new students in student database system, requests MSIS number and/or send request for release of transfer students from other schools within MSIS
• Input grades for transferring-in students
• Withdraw students in student database system, releasing students as requested from other schools within MSIS
• Work with Attendance clerks/counselors to print and send records for transferring students
• Make sure all students have schedules and input approved schedule changes in student database system
• Prepares data files: initial loads, daily files, monthly files, and yearly files
• Monitor student database daily in order to insure discipline and SPED information is sent to MSIS as required
• Prints report cards
• Accurately submits monthly MSIS enrollment and attendance data to MDE and print reports
• Provide monthly ADA reports to principals
• Verifies MSIS data for Title I and Special Education
• Enters post graduate plans in MSIS
• Maintain files on student absences and excuses
• Prepares student attendance report for school attendance officer or Youth Court Judge, when necessary
• Maintain files to be audited by the state auditor’s office
• Perform data entry related to summer school, when necessary
• Maintain confidentiality regarding student and/or staff matters
• Participate successfully in training programs offered to increase skill and proficiency related to assignment
• Work with the District’s MSIS/Sam Coordinator
• Performs secretarial duties requested by the principal, such as answering the phone, filing, typing, relaying messages, and operating office machines and computers, when needed
• Any other duties as assigned by the Principal and/or the Director of Operations designee