Secretary/Bookkeeper (Available 12/1/2025) chez Chapel Hill-Carrboro City Schools

Chapel Hill- Carrboro City Schools

Job Description

Job Title: Secretary/Bookkeeper

Salary Schedule: Classified; CHCCS Salary Page

Reports To: Principal and Assistant Finance Officer

Salary Grade: 103

Work Location: Culbreth Middle School

FLSA Status: Nonexempt

Work Schedule: 12 Month

Position Summary

The Secretary/Bookkeeper performs accounting responsibilities relating to budget and financial functions, including processing time entries for staff’s biweekly and monthly payroll. This position also includes assisting and relieving the principal and/or teachers of clerical duties so that he/she/they may devote maximum attention to the education of students.

Essential Duties

• Verifies, balances, and records receipt of funds collected by teachers for field trips, library fines, lost books, etc. and prepares deposits into proper accounts daily or in accordance with state guidelines
• Completes monthly bank reconciliation of school funds, maintaining an accurate ledger
• Process timesheet updates for school staff, enter absences and sub assignments in accounting software for both biweekly and monthly paid staff
• Daily confirm that substitutes have picked up assignments for absent teachers and if not, secure a sub to cover class
• Process purchase requisitions, verify purchase orders, receives and distributes supplies, and prepares invoices for payment
• Reconciles purchases and records accounts to debit monthly

• Performs secretarial and clerical duties pertaining to the administrative functions of the school office as assigned by the principal such as: 

   

  • Work orders for maintenance on building and grounds

  • Bus requests for field trips as necessary

  • Keep copy machines supplied

  • Relieve staff for lunch or breaks

  • Assist students and parents

Education/Experience Requirements

• High school diploma/GED
• Detailed oriented with exceptional organizational skills
• Strong analytical and problem-solving skills
• Multi-task to meet deadlines for groups like school admin and central office
• Utilize accounting/payroll software, LINQ, or ERP software; Microsoft Office: Word and Excel; Google: Google Drive, Docs and Sheets; and Frontline sub management system
• Communicate to groups like administration, parents or organizations, teachers, or students
• Effectively manage time and tasks
• Utilize math skills to reconcile account balances, prepare bank deposits
• Ability to prepare and process documents such as bi-weekly and monthly payroll, requisitions and purchase orders, receipts and deposits, bank reconciliations, expense reports, data entry, etc.

Physical Requirements

• Must be able to physically perform the basic operational functions of stooping, kneeling, crouching, reaching, standing, walking, hearing and repetitive motion

• Must be able to lift and carry up to 20lbs

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards

• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards

Disclosure

This document provides descriptive information about the above Chapel Hill-Carrboro City School position. Work actually performed by incumbents in this position may vary.  Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion.  Chapel Hill-Carrboro City School reserves the right to make changes to this document as deemed necessary without providing advance written notice.

  Date Created/Revised: 6/17/2025