Student Body Bookkeeper – Middle School
PURPOSE
To establish a list of eligible candidates that will be used to fill full and part-time, permanent and substitute assignments, for the duration of the list, up to one year. The anticipated vacancy is a 10-month, full-time (8 hours/day) position located at one of our school sites.
APPLICATION DEADLINE: Completed applications must be submitted no later than 11:59 p.m. on April 23, 2024. Late applications and/or certificates will not be accepted.
TESTING PROCESS:
A) Multiple Choice Test = 40% weighting on final score
Tentatively scheduled for April 25, 2024.
B) Structured Interview = 60% weighting on final score
Tentatively scheduled for the week of April 29, 2024.
C) Online Computer Applications Test = pass/fail
Applicants must meet the minimum qualifications stated in the job posting by the application deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the multiple choice test. Those with the highest scores on the multiple choice test will be invited to the structured interview. Those who pass the structured interview will complete a computer applications test administered online. The testing process is subject to change as needs dictate. All communication regarding this process will be delivered via email.
The information included in the Work Experience section of the application will determine whether applicants meet minimum qualifications. Please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Purpose Statement
Under the general supervision of a Principal, performs full charge bookkeeping for student body activities at a middle school or school site with student body accounts of comparable complexity, and coordinates and performs student supply sales.
Distinguishing Characteristics
A Student Body Bookkeeper – Middle School performs bookkeeping for a school of moderate size with student body accounts of less complexity than those associated with a high school or comparable school site. In comparison, a Student Body Bookkeeper – High School performs bookkeeping for a large school with student body accounts of greater complexity than those associated with a middle school or comparable school site.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Establishes, tracks, reconciles, and maintains a variety of student body and school club financial accounts and related records to ensure accuracy and availability of accounts and records in compliance with district policy, accounting practices, and established regulatory guidelines.
- Prepares and processes financial transactions (e.g. deposits, payments) related to student body accounts in compliance with established guidelines to ensure timely and accurate completion of transactions.
- Researches and resolves discrepancies of financial information to ensure accuracy.
- Gathers and compiles financial information and prepares straightforward financial reports (e.g. monthly and annual closing of books for a variety of accounts, status of accounts, reconciliation reports, etc.) to document activities, convey information, and comply with established financial, legal, and administrative requirements.
- Notifies students and parents/guardians of issues with their account such as bounced checks and debts and assists in resolving disputes, discrepancies, and errors.
- Monitors financial procedures of individuals responsible for school site financial operations to ensure financial operations are performed within established guidelines.
- Collaborates with various departments, administrators, and other stakeholders to assist with the preparation and administration of school budgets to support fiscally responsible budgets in line with spending and fundraising goals.
- Serves as a technical resource to staff, administration, and student body and school club groups regarding financial matters and procedures to ensure sound financial practices and procedures are established, recorded, and followed.
- Collects, verifies, codes, and tracks the school’s general funds and submits to district accounting for deposit; codes purchases made with general funds and submits to district accounting for payment processing.
- Assists auditors by providing supporting documentation and information on internal process required for audit.
- Obtains quotes from vendors, warehouse, and district office staff to evaluate cost information and select vendors and items.
- Completes purchase orders and orders, receives, verifies, and stocks materials, supplies, and merchandise for the school, student store, and student activities based on pre-determined criteria and guidelines to maintain adequate stock levels.
- Monitors and conducts inventory, investigates and adjusts for discrepancies, and prepares and submits inventory reports to account for inventory and identify trends.
- Operates a cash register and electronic sales program to complete sales transactions and secure funds.
- Prepares and transports money and ticket boxes and verifies funds received from ticket sales to ensure adequate funds are available at school events and ensure accurate accounting of funds received.
- Performs general clerical duties (e.g. preparing and distributing documents and correspondence, scheduling, copying, filing, etc.) to support departmental activities.
- Provides training and work direction to student workers and other personnel as assigned.
- Performs other duties as assigned that support the overall objective of the position.
MINIMUM QUALIFICATIONS
Education and Experience
A high school diploma or equivalent AND two years of bookkeeping or financial recordkeeping experience
OR
An associate degree in accounting, bookkeeping, business administration, or a related field AND one year of bookkeeping or financial recordkeeping experience
SUPPLEMENTAL INFORMATION
Skills, Knowledge and Abilities
Skills to:
- Operate office equipment, including computers and supporting word processing, spreadsheet, email, database, and specialized applications and systems
- Perform arithmetic operations quickly and accurately including sums, averages, fractions, decimals, and ratios
- Accurately enter electronic data and information at a speed necessary for successful job performance
- Knowledge of:
- Basic mathematical principles to perform financial duties, count inventory, and balance and reconcile funds
- Practices and terminology of financial record keeping and accounting data entry
- Full charge bookkeeping principles and practices
- Accounting software systems
- Electronic sales systems
- Customer service methods and techniques
- Ability to:
- Perform standard full charge bookkeeping
- Interpret and apply generally accepted rules and procedures governing assigned accounting transactions
- Document accounting transactions onto an automated accounting data entry system
- Gather and compile information from a variety of sources to prepare reports
- Prepare and maintain accurate records
- Apply and instruct others on the rules for cash handling including disbursements and processing transactions
- Respond to and resolve customer requests, inquiries, and complaints
- Work effectively in an environment with frequent interruptions
- Carry out verbal and written instructions
- Learn and apply new information, skills, and technology
- Collaborate with others to carry out work
- Plan and organize work to meet changing priorities and deadlines
- Communicate clearly and concisely, both orally and in writing
- Provide training and work direction to others
