OCCUPATIONAL CODE: S126 - KNOWLEDGE, SKILLS AND ABILITIES:

APPROVED:

08-14-80 03-11-82

S309 SCHOOL BOOKKEEPER ASSISTANT

KIND OF WORK: This is clerical accounting and bookkeeping work in reviewing, processing, and maintaining accounting and fiscal records involving the receipt and disbursement of school funds in accordance with laws, rules and procedures relating to school financial records. As this is the trainee level, workers will be trained in the particulars of the District’s automated accounting and bookkeeping systems as well as other administrative support functions for a period of two years, at the end of which the worker will be either advanced to the School Bookkeeper I, or Secretary/Bookkeeper if applicable, or separated from employment in this class. In addition, the worker will be responsible for performing more complex work with a greater volume over time as a demonstration of appropriate progress towards successful completion of the on-the-job training program. This class lies below that of School Bookkeeper I and the work requires knowledge of the techniques, methods, and procedures used in performing the more complex clerical-accounting and bookkeeping functions. Contacts require basic courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions or obtain clarification. Work is performed in a school office environment. Worker operates standard office equipment such as typewriters, personal computers, copiers, printers, facsimiles, and calculators. Physical demands consist mainly of sitting or standing at a workstation for extended periods of time, using standard office equipment on an ongoing basis, and occasionally lifting and moving light objects. Work is performed under immediate supervision where the work assignments are well detailed and prescribed by a superior or covered by established procedures from which deviation is rarely permitted. As the employee successfully progresses towards the full performance level of a School Bookkeeper I, the work will be performed under general supervision where the work assignments are subject to instructions and established work routines, and the worker is given latitude to rearrange the sequence based on changing work situations or workflow. In addition, work is examined periodically by Internal Accounts Auditors for accuracy, completeness, and conformance with applicable laws, rules, regulations and procedures.

EXAMPLES OF WORK (not intended to be all inclusive):

Participates in an on-the-job training program to learn the District’s automated accounting and bookkeeping systems as well as other related administrative support functions.

Reviews, processes, and maintains accounting and fiscal records, files, and documentation involving the receipt, transfer, and/or disbursement of school funds in accordance with laws, rules and procedures relating to school financial records.

Receives all monies for internal accounts, issues receipts, deposits and disburses monies, prepares check requests, and reconciles and verifies bank statements for school and community education, extended day, and summer camp.

Maintain records of stale-dated and NSF checks and contacts check writer in an effort to retrieve monies.

Reconciles and balances assigned accounts, performs year-end closing functions, and responds to and makes adjustments per annual internal audit.

Audit, reviews, and/or monitors internal and external groups (clubs/boosters etc.) and oversee all fundraising events and related paper work and functions as liaison between school and group.

Assembles, verifies, and prepares detailed financial and statistical data and reports.

Performs purchasing functions such as gathering, reviewing, tabulating and evaluating bid quotes for purchases;

determine cost effectiveness; preparing and processing purchase and warehouse orders; verifying receipts against invoices; and maintaining records and reports.

Maintains central storeroom supplies for school including maintaining bid books and receiving orders and disbursing supplies to school staff.

Maintains master key file for school and swipe cards for staff and faculty

Maintains equipment and maintenance agreement records and equipment BPI numbers; retires and transfers obsolete, broken or unneeded equipment; and monitors and logs in and out equipment checked out of school.

Researches and identifies temporarily idle and/or surplus funds to be transferred to savings and/or used to purchase time certificates of deposit in accordance with School Board policy

Enters financial transactions and purchases to the appropriate accounts in the District’s automated financial systems such as S.A.P. and Manatee.

Gathers time/payroll sheets and leave forms from faculty and staff; verifies accuracy of forms and required signatures; monitors daily absences; submits payroll documentation to the Payroll Department; distributes payroll checks; and answers payroll questions.

Calculates and makes payment to officials and security officers for working athletic events including entering employees into automated payroll system (SAP) to receive pay and refunds.

Requests and contracts bus transportation for field trips to include identifying funds for same from PTA donations, District funds, and from monies collected from students and paying for services rendered.

Maintains long distance telephone log and post charges to appropriate accounts.

Responds to inquires and provides assistance to school-related organizations, parents, students, vendors, school staff and faculty, and other School Board personnel.

Attends various training workshops for bookkeeping, annual FTE State reports.

Performs general clerical functions in support of school staff as needed.

Performs related duties as required KNOWLEDGES, SKILLS AND ABILITIES:

 Knowledge of (Government) accounting and bookkeeping principles, practices and procedures..

 Knowledge of the District’s internal accounts policies, rules, and regulations.

 Knowledge of financial-related School Board Polices and Procedures.

 Knowledge of Federal, State, and local laws, rules and regulations regarding public funds.

 Ability to performing mathematical calculation.

 Ability to organizing and managing time to effectively accomplish assigned tasks.

 Ability to apply accounting and bookkeeping knowledge to assigned tasks.

 Ability to reconcile a bank statement and make bank deposits

 Ability to operate a personal computer and other office equipment.

 Ability to create spreadsheets and use word-processing and other software applications.

 Ability to learn and use the District’s automated systems and associated programs such as S.A.P. and Manatee.

 Ability to read, understand and apply job-related materials, information, policies, and procedures.

 Ability to communicate effectively, orally and in writing.

 Ability to work independently.

 Ability to establish and maintain effective working relationships.

OPEN REQUIREMENTS: A High School Diploma, G.E.D., or a six-month combination of post high school education and accounting or bookkeeping experience which includes experience in at least one of the following areas: accounts payable (posting and/or paying on accounts), accounts receivable, payroll, bank telling/cashiering, and bank statement reconciliation/financial analysis for multiple accounts. Successful completion of post high school accounting, bookkeeping, financial management, computer science, mathematics, or related coursework may substitute for the required six months of experience at the rate of one semester hour for one month of experience. Must be bondable.

Notes:

This class is to be used primarily in large schools where the volume justifies an additional financial support position or for hard to fill bookkeeping positions in smaller schools.

General Accounting I & II together may substitute for Principles of Accounting I and are together equivalent of one three-semester hour college level accounting course.

The probationary period for this class shall be one year.

OCCUPATIONAL CODE: S309

APPROVED: 7/25/2001

S310 SCHOOL BOOKKEEPER I

KIND OF WORK: This is entrance level clerical accounting and bookkeeping work in reviewing, processing, and maintaining accounting and fiscal records involving the receipt and disbursement of school funds in accordance with laws, rules and procedures relating to school financial records. Work requires knowledge of the techniques, methods, and procedures used in performing the more complex clerical-accounting and bookkeeping functions. This class generally is responsible for fewer accounts and less monetary volume and value than the School Bookkeeper II. Contacts require basic courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions or obtain clarification. Work is performed in a school office environment. Worker operates standard office equipment such as typewriters, personal computers, copiers, printers, facsimiles, and calculators. Physical demands consist mainly of sitting or standing at a workstation for extended periods of time, using standard office equipment on an ongoing basis, and occasionally lifting and moving light objects. Work is performed under general supervision where the work assignments are subject to instructions and established work routines, and the worker is given latitude to rearrange the sequence based on changing work situations or workflow. In addition, work is examined periodically by Internal Accounts Auditors for accuracy, completeness, and conformance with applicable laws, rules, regulations and procedures.