Central Office Local Schools and General Administration Bookkeeper

Job Summary

JOB DESCRIPTION
THOMASVILLE CITY BOARD OF EDUCATION
CENTRAL OFFICE SECRETARY/BOOKKEEPER
LOCAL SCHOOLS AND GENERAL ADMINISTRATION
RESPONSIBLE TO: Chief School Finance Officer and Superintendent
QUALIFICATIONS:
1. Completion of a minimum of 48 semester hours at an institution of higher education or an associate’s (64 semester hours) or higher degree required.
2. Two years of education, training or direct work experience is required.
3. Experience in governmental accounting, purchasing and accounts payable preferred.
4. Proficiency in computer applications spreadsheets, and ten-keypad operation.
5. Must meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
6. Such alternatives to the above as the Board may require.
DUTIES AND RESPONSIBILITES:
1. Regular and punctual attendance required; full compliance with TCS sick leave and
personal leave policies.
2. Provide secretarial services which include typing correspondence, answering the
telephone, receiving and distributing mail, reproducing letters, reports, and other
communications.
3. Assist Central Office administrators with reports and/or tasks as assigned.
4. Observe Alabama Local School Accounting Procedures.
5. Perform system-wide bookkeeping services for all cost-centers, including support
organizations recorded on the general ledger.
6. Maintain files and accounting records for all cost-centers.
7. Conduct routine bookkeeping duties such as posting ledgers, balancing accounts,
reconciling bank statements, reporting, and making bank deposits.
8. Assign purchase orders and other related documents to the procurement of materials and
supplies.
9. Process and verify purchase orders and coding.
10. Communicate with schools and vendors regarding invoice/billing procedures.
11. Verify monthly travel reports and forms and prepare statement for Accounts Payable for
payment.
12. Process check payments for approved purchases and travel reimbursements.
13. Attend workshops and staff development program to maintain skills as requested by Chief
School Finance Officer.
14. Keep accurate records of encumbrances on all funds.
15. Check statements to ensure that all invoices are paid.
16. Assist with preparation of monthly and annual financial reports.
17. Maintain appropriate ledgers of fund accounts at the Local Schools and System,
enter debits and credits, verify computer print-outs, and balance such accounts as
required.
18. Assist with preparation of Local School and System annual budget.
19. Serve as the primary contact for local school bookkeepers, including phone and training
support.
20. Assist with inventory of fixed assets of capitalized and non-capitalized personal property.
21. Crosstrain for other roles and duties in the Central Office.
22. Adheres to and promotes Thomasville City Schools’ Board policies and procedures.
23. Performs any and all other related and appropriate duties as requested by Chief School
Finance Officer and the Superintendent of Education.
REQUIRED KNOWLEDGE, SKILLS AND ABILITES:
1. Ability to work a standard work day and overtime as requested.
2. Skill in the use of work processing and data entry on computers.
3. Ability to use word processing, Excel spreadsheets and accounting programs.
4. Knowledge of Board rules and guidelines affecting accounting and bookkeeping
systems.
5. Ability to balance and reconcile bank statements and receipt and deposit money.
6. Knowledge of accounts payable procedures.
7. Ability to establish and maintain filing system.
8. Ability to use calculator, typewriter, FAX, and copier.
9. Skilled in oral and written communication, and interpersonal interaction.
10. Excellent skill in organization.
11. Ability to follow oral and written instruction.
12. Ability to work with or without supervision.
13. Demonstrate consistent integrity, honesty, dependability and confidentiality.
14. Complete assigned work tasks with a positive attitude.
15. Ability to maintain confidentiality.
16. Ability to work with a significant diversity of individuals and/or groups, and perform
work tasks effectively.
PHYSICAL REQUIREMENTS TO PERFORM ESSENTIAL
1. Lift up to 25 pounds occasionally.
2. Bend, reach, stoop, twist, and turn on a frequent basis as required.
3. Use hands in performing accounting tasks.
4. Strength, dexterity, agility, and visual and aural acuity to complete all assigned work
tasks.
JOB GOAL:
To provide secretarial, financial accounting and bookkeeping services that contribute to efficient financial management and operation of the School System.
EVALUATION:
Job performance for tenured or non-probationary personnel will be evaluated by the immediate supervisor based on Board Policy. Probationary personnel will be evaluated annually.
APPEALS:
An employee who is not satisfied with his/her evaluation shall seek recourse by following the grievance procedure.
FLSA: Non-Exempt
6/2016