H
Human Serrvices Department Job Desscription
11601 Avenuee D, Snohom
mish, WA 982
290‐1799 360‐563‐7233
3 Fax 360‐5
563‐7367 Job Title: Bookkeeperr, Middle Sch
hool
ment Group: Classified
Employm
Department: Secondaary
or Job Title: Principal
Superviso
Next High
her Supervissor Job Title: Superintend
dent
Under the supervision
D
s
of the Princip al, is responssible for perfforming secreetarial
General Description:
duties in the
t daily operations of thee School Offiice. This possition may incclude, but not be limited tto, the
following
g performancee responsibilitties, qualificaations, knowleedge, skills annd abilities.
ance Responssibilities/Esseential Functiions:
Performa
1. Maintain
M
ASB
B and generall fund buildin
ng budgets usiing Excel, In--Touch, and W
WESPaC fisccal
systems;
s
prov
vide monthly status updates to administrrators and deppartment headds; review p-ccard
purchase
p
ordeers/invoices to
o assures all purchases
p
meeet district, staate and federaal requiremennts;
complete
c
mon
nthly revenuee transmittals and submit too Accountingg Department for deposit; ttrack
credit
c
card an
nd non-purchaase order encu
umbrances to assure propeer approval off expendituress;
provide
p
budgeet and financiial reports as requested; asssist in responnding to internnal and state aaudits
as
a requested by
b providing accurate and complete rec ords of all revvenue and exppenditures;
manage
m
and ensure
e
proper accounting for
f and reimbuursement from
m the petty caash fund so thhat
staff
s
and adm
ministration caan make smalll purchases neeeded in the ccourse of the year.
2. Pay
P all ASB expenditures,
e
credit card ex
xpenses, trannsportation, traansfers, refunnds and
reimbursemen
r
nts using the WESPAC
W
and P-Works syystem ensurinng correct tax charges in
compliance
c
with
w Washingtton State law;; post correct account codees to club, claass or sport
accounts;
a
add
d users and en
nsure that all back-up
b
docuumentation annd signatures aare obtained aand
are
a in compliaance with AS
SB law and reg
gulations for items purchaased by ASB oofficers,
administrator
a
s, advisors, co
oaches, and staff; issue cheecks for apprroved ASB puurchases usingg the
Imprest
I
accou
unt; monthly reimbursemen
r
nt and reconcciliation of Im
mprest checks and bank
statements.
s
3. Collaborate
C
with
w Principal and ASB offficers in develloping the AS
SB budget; prrovide traininng and
supervision
s
of ASB Treasu
urer and studeent assistants regarding buudget oversighht and
expenditures;
e
crate, processs, monitor an
nd verify receeipted items annd make final payment forr
items
i
purchassed by ASB officers,
o
admin
nistrators, advvisors, coachees, and staff; issue checks for
approved
a
ASB
B purchases using
u
the Imp
prest Account ; reconcile acccounts payabble budget at lleast
monthly
m
and provide
p
montthly reconciliaation reports tto Accountinng Department.
4. Collect
C
general fund abatem
ments for insttructional proograms; proceess fees and fi
fines and colleect
payments
p
for all student atthletic and clu
ub activities uusing In-Toucch system; repport revenue tto the
Accounting
A
Department;
D
prepare
p
bank deposits
d
for aall collected ggeneral and ASB revenue;
review
r
all dep
posits to assurre they are po
osted to the coorrect budget and submit m
monthly transmittal
documents
d
to Accounting; process fees and fines forr all withdraw
wing students in order to cleear
student's
s
acco
ount; work wiith staff and parents
p
to inpuut fines for m
missing, damagged items or
uncollected
u
cllassroom item
ms.
5. Coordinate
C
In
nvest Ed Fund
d by maintain
ning Private T
Trust checkingg account to rreceive fundinng for
students
s
in fin
nancial distresss; receive an
nd deposit graants, solicit m
matching grantts and work w
with
administrator
a
s, counselors,, teachers, and
d students to address finanncial needs in a confidentiaal and
Bookkeep
eper, Middle School P
Page1
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
sensitive manner; review requests to be sure they qualify, issue disbursements for student use,
and maintain files to be compiled for yearend required on-line reporting, meet deadline as
required to assure funding for ensuing year and complete monthly reconciliations to submit to
the Accounting Department
Attend WASBO workshops and video conferences to increase knowledge of ASB policies and
procedures in order to share information with administrators, advisors, ASB officers, and
coaches to improve the management of ASB funds and implement procedures that comply with
district policies and state and federal laws.
Assist advisors, coaches, and students with implementation of fundraisers by preparing requests
for approval, collecting payments using In-Touch system, reconcile and provide reports of the
funding for activities while following District and State guidelines for fundraising.
Maintain In-Touch Point of Sale (POS) system by programming cash register buttons for item
sales with appropriate cost and account codes allowing for daily sales reports providing efficient
and accurate financial information to Administrators, advisors, coaches, and for monthly
transmittal reports to accounting.
Process expense statements received from coaches and advisors by reviewing expenditures,
verifying approval, assigning appropriate budget code, posting expense to budget, and
submitting to Accounting for review and batching.
Collect lost revenue from NSF checks as reported by Accounting and work with parents and
students in a professional and sensitive manner to clear account. Submit collected funds to
Accounting or "flag" account after making several unsuccessful attempts to collect.
Complete Independent Contractor Agreement forms by working with vendors to obtain
appropriate signatures; work with Accounting Department to process timely payments for school
event/activity.
Coordinate yearbook agreement by working with vendor, students, yearbook advisor, accounting
and administration to assure timely installment payments are made and the correct number of
yearbooks are ordered while staying within the allocated budget; assist with scheduled
distribution while clearing student fines and providing smooth delivery of yearbook; track
number of yearbooks sold to assure that sales stay within ordered amount.
Assist administrators and staff with various needs by completing appropriate district forms;
prepare purchase orders and inventory for textbook repair; manage receipt of cash donations and
create administrator thank you letters to donors in efforts to streamline expenditures and
bookkeeping processes.
Provide support and oversight of all school events that involve receipt of funds as well as any
additional projects as needed, including overseeing procedures around use of cash boxes and
ticket sells for all school activities and other events; money received ticket taker and/or seller is
reconciled and entered into the In-touch system for accurate accounting of the funds.
Perform other duties as assigned.
Qualifications:
Education and Experience
High school diploma or equivalent
Business training and/or three years of administrative assistant/secretarial experience
including computer literacy, budget analysis or fiscal management and records
maintenance
Office experience in secondary schools preferred
Blood Bourne Pathogen Training
Knowledge, Skills, and Abilities
 Maintain confidentiality regarding student, school, District and/or staff issues,
conversations with building administrator and correspondence.
 Ability to interact positively and confidentially with students, fellow workers and the
general public
 Knowledge of general office procedures, including filing, recordkeeping, accounting,
Bookkeeper, Middle School Page2
statistics and application of safety procedures related to performance responsibilities
 Skills in verbal and written communication and ability to maintain good working
relations with co-workers, staff, students and community members.
 Skills using all office equipment
 Skills in Word, Excel, keyboarding, data entry and other computer programs
 Ability to interact positively, be flexible, organized, problem solve, exercise sound
judgment, tact, diplomacy, integrity and maintain professionalism in communicating
and working with staff, parents, students and community, while managing time
effectively.
 Ability to independently respond to problematic situations and remain calm in
stressful situations
 Ability to exercise sensitivity in dealing with individuals of diverse socio-economic
backgrounds, cognitive and physical abilities as well as with individuals of diverse
cultural and ethnic backgrounds
 Ability to provide backup within office personnel positions and collaborate and
contribute to a healthy work environment
The statements above are intended to describe the general nature of work being performed by people
assigned to this job. They are not intended to be an exhaustive list of all responsibilities and
qualifications of personnel so classified.
_______________________________________________
Frederic H. Row, Educational Consultant
___________________
Date
Reviewed by: ___________________________________
Josette Frase, PSE President
___________________
Date
SSD Approval: 4/19/06
Rev: ___________
Bookkeeper, Middle School Page3