Office Support | Bookkeeper & Payroll

Job titleOffice Support /Administrative AssistantReports toPrincipalTerms of Employment12 MonthsSalaryState Salary Schedule Plus Local SupplementFLSA StatusAt Will/Non-Exempt Duties and ResponsibilitiesBookkeeper DutiesAssures that all school funds are properly received and disbursed while maintaining accurate recordsPrepares and maintains monthly payrolls for all school employeesMaintains a daily attendance record for all employeesSecures and assigns substitutes and maintains proper records for payrollVerifies leave balances annuallyMaintains financial records and accepts responsibility for state, local, federal and other allotmentsEnsures expenditures do not exceed the school allotmentsGenerates requisitions and purchases orders; maintains inventory of suppliesVerifies invoices against purchase ordersData Manager DutiesUtilizes the computerized student information management system to maintain database on student enrollment to include student's demographic data, emergency medical information and school recordsPrepares and maintains a database of daily student attendance, absences and tardinessPrepares attendance reports and reconciles manual and computer reports monthlyPrepares and establishes master schedules which show courses, classrooms, time periods, teachers, and other relevant information; runs student schedules and inputs changes and correctionsPerforms advanced scheduling which includes assisting administrators in the scheduling process, identifying and resolving scheduling conflictsResponsible for identifying errors and reconciliation of required state informationPrepares and distributes academic related reportsPrepares and maintains records of exceptional students being servedPrepares and maintains computer testing records of students and prepares files/reports to be used in the school accountabilityTroubleshoots and provides technical support for the student information system within the schoolServes on various school related committees, attends meetings and participates in other activities of such groups as appropriateAttends seminars, conferences, workshops, classes, lectures, etc., as appropriate, to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on use of the student information management systemPerforms other duties and responsibilities as assigned by supervisorOther DutiesAssists principal and assistant principal as necessary; assists with scheduling activities and events; prepares letters, memos, and announcements as requiredAnswers incoming telephone calls and routes them to the proper person or department; answers questions regarding routine matters; directs messages to staff and studentsGreets visitors, parents, volunteers, etc. and directs them to their intended destinationsCompletes forms, permits, reports, notices, or form letters with designated or routine information as neededDistributes intra-office and general delivery mailServes as a liaison between employees and payroll specialists to help answer payroll related questionsQualificationsAssociate's Degree PreferredGraduation from high school and at least 3 years of experience in an automated office or systems environment orAny equivalent combination of training and experience which provides the required knowledge, skills and abilitiesPhysical RequirementsWork in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Must be able to:prepare, read and comprehend a variety of job related forms, reports, spreadsheets, maps, plans, records, documentation and correspondence in all languages required by the jobunderstand and conform to all rules of punctuation, grammar, diction and stylespeak to individuals or groups of people with poise, voice control and confidencerespond adequately to inquiries or complaintswrite using standard convention in all languages required by the jobapply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusionsapply common sense understanding to carry out instructions furnished in written, oral or diagrammatic formcommunicate effectively and efficiently in all languages required by the job using whatever communication device or system is required (telephone, Braille)use/interpret job related terminology, mathematical formulas and functionseffectively and efficientlydeal with people beyond giving and receiving instructionsperform under stress, deal with persons acting under stress and adapt when confronted with emergency situationsbe sensitive to cultural differences among individuals and groups of personsoperate a motor vehicleoperate/use a variety of automated office machines and other office equipmentoperate/use a variety of printing/graphic arts machinesoperate/use a variety of audiovisual/electronic machines and devicesoperate/use a variety of communication machines/equipment/devicesoperate/use a variety of job specific machines/equipmentApproved by:Personnel OfficeReviewed:11.2024; rev. 4.2026 Disclaimer: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.