Provides bookkeeping services for the department or school.

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1 JOB DESCRIPTION Job Title Bookkeeper II Pay Grade 59 Superior s Title Accounting Chief Accounting Officer Child Nutrition Child Nutrition Director Maintenance Director of Maintenance School Facility School Principal Technology Director of Technology Creation Date May 2000 Revision Date(s) People Supervised N/A People Supervised Direct Indirect Payroll $ Funding Approval Authority $ Job Function: Provides bookkeeping services for the department or school.

2 Job Summary: Performs work, including but not limited to performing work of a diverse character; serving as a bookkeeper; purchasing materials and equipment for schools or departments; conducting invoice activities; paying vendors for delivered materials; providing inventory support; and performing clerical/ administrative functions. Work Tasks/Responsibilities: Performs work of a diverse character. Conducts bookkeeping, purchasing, accounting, inventory control, and clerical/administrative functions; serves in middle schools, high schools, and departments of Buncombe County Public Schools. Serves as a bookkeeper. Assists with budget preparations; bills parents for cafeteria money; handles school club accounts; makes bank deposits; maintains ledgers; pays bills; prepares financial statements and reports; receipts money; reconciliates bank account; sets up cash box for athletic events; distributes local, state, and federal money within the schools; collects funds; assists teachers in balancing their receipt books; assures expenditures are in accordance with code balances for item acquisition; keeps the school principal informed as to the balances in schools' internal accounts; and prepares payroll for some personnel types. Purchases materials and equipment for schools or departments. Receives requests for materials and equipment; prepares purchase orders for items in accordance with Buncombe County Schools' procedures; transmits purchase orders directly to vendors for purchases using school funds; transmits the purchase order to the central office if local, state, or federal money is being used; queries vendors concerning item delivery; inspects received items; follows up to correct delivery glitches; handles the purchase order paperwork to be accomplished after item receipt and delivers item(s) to requestors. Conducts invoice activities and pays vendors for delivered materials. Ensures that invoices are correct regarding material quantity/quality specifications; reviews invoices listed prices; makes necessary pricing adjustments; makes computer entries and cuts checks for vendors. Provides inventory support. Maintains office materials and supplies at levels to sustain school/department operation; obtains medical supplies

3 and materials from the school district warehouse; receipts and stores them; enters new equipment obtained with local funds into the fixed asset information system (FAIS), tags new equipment, enters data into the inventory, prepares inventory report, and accounts for all FAIS equipment owned by the school district. Performs clerical/administrative functions. Enters data, types, generates work orders; handles phone calls and incoming mail; installs software programs; maintains files; makes minor repairs to office equipment; prepares correspondence and reports; serves as the receptionist; arranges for school athletic events; investigates and approves free and reduced lunch applications; and serves as the FAIS manager. Job Specifications: Knowledge: Knowledge of bookkeeping and generally accepted principles of governmental accounting Knowledge of accounting techniques and procedures Knowledge of how to type and code purchase orders Knowledge of maintaining account balances and reporting on their status Knowledge of proper preparation of tabular materials, charts and statistical data Skills: Coordinating skills to organize and maintain financial records such as: teacher, departmental, and school activity accounts processing purchase orders for supplies providing monthly and yearly financial reports scheduling warehouse orders accounts payable open purchase order file fixed asset account

4 free/reduced lunch applications timesheets, phone bills, travel, and comp-time Administrative skills to monitor financial data and interpret financial polices and procedures Analytical skills to: analyze general ledger and fixed asset data analyze and prepare tax reports for correct payment to Department of Revenue for sales and use tax determine sales tax based on invoice and note any adjustments diagnose accounting problems maintain records of teacher/departmental spending and adjust budget as needed Communication skills to communicate with employees, outside vendors, parents and students; and to negotiate best price with suppliers Computer skills for hardware installation, ability to set up new computer and install software Leadership skills to support and assist supervisor and co-workers to meet payment deadlines Manual skills for typing, keying, filing, storage and removal of records Planning skills such as budgeting/scheduling to prepare yearly financial budget; time management to assure bills are paid on time, warehouse orders are processed and delivered, and to make bank deposits Mathematical skills to: maintain and balance accounts, calculate sales tax; verify invoices, post tuition fees, receipt and deposit all school funds, and prepare journal entries, and balance accounts receivable Software/word processing skills to write queries, maintain records on spreadsheets, and word processing for relating information to fixed asset managers

5 Equipment: Equipment used includes computer, calculator, copier, adding machine, printer, paper burster and other standard office machines Safety of Others: Little responsibility for the safety of others Work Direction: Works independently. Work is directed by precedents or board policy. Employee utilizes a large variety of guidelines to analyze facts and determine the correct procedure to use Decision Making: Decisions made include interpreting invoice payments accurately, determining whether a credit due should be by credit invoice or reimbursed by check; determining if an overage can be paid without approval. Incumbent uses judgement in locating and selecting the most appropriate guidelines Problem Solving: Receipt books and money turned in do not agree Past due and/or incorrect invoices Bank statement reconciliation Problems associated with the fixed asset managers regarding correct procedures or problems associated with maintaining accurate records Communication: (within and outside of the organization)

6 Contacts are made with employees from other organization units and with representatives of outside organizations Working Conditions: Job is performed in an office environment Physical: Work is essentially sedentary. Sustained data entry function could cause carpal tunnel syndrome and/or eye strain. Ordinary care and precaution are required. Experience: (number of years required) Three to five years previous experience in bookkeeping and accounting Education Required: (degree required - high school through graduate degree) High school diploma Courses in bookkeeping/accounting Special Requirements: None

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