Central Office Administrative Assistant: Bookkeeper at School District 145 Waverly

Job Overview: The Central Office Administrative Assistant: Bookkeeper provides critical support related to the overall financial operations of the district. This position involves handling a wide range of administrative duties specifically related to budgeting, accounting, procurement, asset management, and reporting.  This position will be primarily supported by the Central Office Business Manager. 

Estimated Pay: $19.00 - $23 per hour
*Additional compensation for degree

Key Responsibilities

Financial & Budgetary Support:

• Assist with the preparation, monitoring, and reconciliation of district budgets, financial reports, and grant funds.

• Maintain and track financial records, including invoices, purchase orders, contracts, and receipts.

• Coordinate with district departments to ensure timely processing of purchase orders, vendor payments, and reimbursements.

• Prepare and submit financial reports for auditing, review, and analysis.

• Organize and maintain files, records, and documentation related to district financial matters, ensuring compliance with district policies and regulations.

• Assist in the preparation of district board reports, financial statements, budgets, and other documents as needed.

• Assist in ensuring that district financial operations comply with local, state, and federal regulations.

• Work in partnership with the Business Manager to ensure insurance policies, business contracts, service agreements, etc. are renewed and updated to support the overall operations systems within the district. 

• Maintain confidentiality of sensitive financial and employee information.

• Process all lunch payments, student fees, and other charges related to students and staff. 

• Process all district fees associated with transportation, course requirements, etc. 

• Provide financial management to the High School and Middle School Athletic/Activities departments. 

• Attend professional development workshops to ensure compliance with local, state, and federal guidelines. 

Administrative Support:

• Work in partnership with others to manage office supplies, equipment, and resources.

• Assume secondary responsibility of handling incoming phone calls and providing customer service.

• Provide support to the Administrative Assistant: Activities & Athletics who will organize and schedule travel arrangements for students, coaches, and/or activity sponsors. 

Administrative Support continued:

• Organize and schedule travel arrangements for central office administrators. 

• Provide general administrative support to central office administrators, school administrators, staff, and faculty.

Key Attributes:

• Organizational Skills: 

   

  • Demonstrates the ability to prioritize and manage multiple tasks while giving strong attention to details.

• Communication Skills: 

   

  • Demonstrates excellent verbal and written communication skills within an open office environment.

• Confidentiality:

   

  • Understand the importance of handling sensitive financial and student/staff records in compliance with FERPA and district policies. 

• Technical Skills:

   

  • Demonstrates the ability to use accounting software and other programs to support the essential functions required of the position.

• Problem-Solving Skills:

   

  • Demonstrates strong analytical skills.

• Customer Service:

   

  • Respond to inquiries from staff, parents, and patrons with a high level of professionalism.