Middle School Secretary/Bookkeeper (Part-Time)

The Part-Time School Bookkeeper is responsible for managing and overseeing the financial operations of the school. This position ensures accurate processing of purchase orders, monitoring of budgets, bank account reconciliations, and compliance with district and state financial procedures. The bookkeeper works closely with the principal, district finance office, and school staff to support sound fiscal management that directly supports student learning and school operations.

Essential Duties and Responsibilities:

Financial Management & Budgeting

• Manage all school accounts, including general funds, activity accounts, grants, and other designated funds.
• Monitor school budgets to ensure expenditures align with approved allocations.
• Provide regular budget updates and reports to the principal.
• Track expenditures and revenues to maintain accurate financial records.

Purchasing & Accounts Payable

• Process all school purchase orders in accordance with district procedures.
• Verify receipt of goods and services and ensure timely payment of invoices.
• Maintain documentation for all purchases and expenditures.
• Assist staff with purchasing procedures and compliance requirements.

Banking & Reconciliation

• Manage school bank accounts, including deposits and disbursements.
• Reconcile bank statements monthly and resolve discrepancies.
• Prepare and submit required financial reports to the district office.

Compliance & Record Keeping

• Ensure compliance with district, state, and federal financial regulations.
• Maintain organized and accurate financial records for audits and reviews.
• Assist with internal and external audits as needed.

Communication & Support

• Serve as the primary point of contact for school-based financial questions.
• Collaborate with the principal and district finance personnel.
• Support school activities, events, and programs requiring financial oversight.

Other Duties

• Perform additional finance-related tasks as assigned by the principal to support efficient school operations.

Qualifications:

Required

• High school diploma or equivalent.
• Experience in bookkeeping, accounting, or financial record keeping.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive financial information.
• Proficiency with basic computer applications (spreadsheets, accounting software, email).

Preferred

• Prior experience in a school or public-sector financial setting.
• Familiarity with district financial systems and purchasing procedures.
• Associate's degree or coursework in accounting, finance, or a related field.

Knowledge, Skills, and Abilities:

• Strong numerical and analytical skills
• Excellent time management and organizational skills
• Ability to work independently and meet deadlines
• Clear written and verbal communication skills
• Ability to collaborate effectively with staff and administrators