Position Title:     XSEL School Bookkeeper

Department:      School Location

Reports To:        XSEL Director

FLSA Status:      Non-Exempt

SUMMARY: 

Responsible for recording and maintaining financial transactions associated with program operating budget. Accurately collect, input, maintain, and report student/staff data and information into various district databases in compliance with federal, state, and local requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES:   

• Prepare and secure approvals for purchase orders, receives goods and materials ordered by the school, matches invoices to packing slips or receiving slips and initiates check requisitions to ensure prompt payments to vendors (within the: net payment date) for both local and district accounts.
• Keeps daily balance of cash on deposit in operating bank account. Reconciles the cashbook account with the ledger at end of each month.
• Delivers deposits to bank; makes night bank safety drops; verifies that amount credited by the bank agrees with deposit breakdowns; retrieves and safeguards bank bags.
• Oversee monies donated/awarded to school for (district and or local) accounts.
• Monthly/quarterly balance sheets on district accounts.
• Reviews cash receipts and prepares statement of miscellaneous revenue.
• Enters entries for receipts, and deposits.
• Prepares and forward proper paper work for disbursements, and transfers of funds between school accounts, as appropriately approved; advises the Principal of imbalances in school accounts.
• Prepare requisitions for office supplies and disbursement encumbrances.
• Order, process and maintain office materials and equipment.
• Gather, verify and enter student data into Student Information System (SIS) i.e. PowerSchool, including but not limited to demographic information, enrollment, attendance, discipline reports, grades, dropout statistics and other documentation as necessary. Ensure daily system backup
• Manages various aspects of district programs, systems, and processes including but not limited to the recruitment, onboarding/offboarding of staff, and managing employee relations.
• Manage multiple computer databases for each academic school year and create new database for new academic year.
• Supports all student registration using the online registration system and transition registration from and back to homeschool setting
• Provides administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports; compiles and maintains various record keeping systems including maintaining records of a confidential nature.
• Key operator for office equipment and calls for service when necessary.
• Maintain staff attendance and personnel information and submit reports.
• Responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages
• Ensures compliance with The Family Educational Rights and Privacy Act of 1974 (as amended) is regarding protection and release of student education record information.
• Performs other duties as may be assigned by the Director. 

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

Minimum of high school diploma with five years bookkeeping experience; or AA degree in accounting with three years of experience.  Must be able to effectively deal with the public and staff both in person and on the phone.  

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES, LICENSES, REGISTRATIONS: 

Not applicable

SUPERVISORY RESPONSIBILITIES:  

Not applicable

LANGUAGE SKILLS: 

Ability to read, analyze and interpret financial reports.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write and/or type routine reports and correspondences.  Ability to speak effectively before groups of district personnel or organizations.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.  Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals.  Application of percentages, ratios, and proportions to practical situations is required.

REASONING ABILITY:

Ability to interpret and carry out instructions furnished in written, oral, diagram or schedule form.  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to analyze information and use logic to address work related issues and problems. Ability to quickly assess employee, departmental, and administrative needs and provide timely feedback. Ability to analyze varied functions, processes and tasks for the preparation of varied and complex records and reports. 

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to operate a personal computer and related software.  Ability to work independently, with limited supervision.  Ability to develop effective working relationships with students, and the school community.  Ability to communicate clearly and concisely, both orally and in writing. Ability to develop effective working relationships with staff and district employees.  Proficiency with Microsoft applications such as Excel, Word, and PowerPoint required.  Ability to perform duties with a high level of detail and accuracy. Ability to self-monitor and manage multiple tasks while working individually and with members of a group.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials.  The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision.  Routine local travel is required.  Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment with limited exposure to environmental conditions.  The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. Frequent interruptions and immediate attention to unexpected situations are expected.  

TERMS OF EMPLOYMENT: 

Varies depending on school level

Clerk & Office Staff Pay Scale

The terms of employment detailed in this job description are based on full time employment during the school year.  Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

EVALUATION: 

Performance of this job evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Updated 2024