Bookkeeper - 216 Day

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County.

Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030.

The purpose of this job is to perform bookkeeping work associated with school financial activities, including accounts receivables, accounts payables, purchasing, financial reporting, budget preparation, and maintenance of records.

This is a part-time itinerant position and will be used to help cover temporary and long-term absences of full time bookkeepers at area schools.

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Complies with all applicable codes, laws, rules, regulations, standards, policies and procedures involving the handling of money and property, as well as other Board policies; initiates any actions necessary to correct deviations or violations.
• Processes a variety of documentation associated with department / school operations within designated timeframes and per established procedures. Processes documentation relating to purchasing or accounts payable functions; issues purchase order numbers; ensures availability of adequate funding and proper signature / authorization before purchases are made; prepares bid sheets; monitors status of open purchase orders; reviews invoices for accuracy, matches with purchase order, and researches discrepancies; charges purchase orders and invoices to proper budget accounts; generates checks for payment of invoices and mails to vendors; enters purchasing / payables data into computer and maintains records; ensures that all purchasing activities comply with state purchasing guidelines.
• Processes documentation relating to accounts receivable functions; receives moneys in payment of store purchases, field trips, fundraising events, book fairs, student parking spaces, student dues, or other fees / services; makes change, records transactions, and issues receipts; verifies teachers' collection logs of monies collected from students, resolves any discrepancies with teachers, and returns logs to teachers; counts / balances cash receipts; posts receipts to computerized accounting system; maintains financial records.
• Communicates regularly with school administration regarding status of individual school accounts and overall budget.
• Prepares bank deposits or transports banking transactions to / from bank as directed by administration; reconciles bank statements.
• Coordinates collection of bad debts; initiates written / verbal correspondence to research / follow up on checks returned for insufficient funds; maintains computer spreadsheet of outstanding bad check records and balances monthly with bad debts account; writes off outstanding checks or insufficient fund checks as appropriate.
• Assembles cash box for each sporting event; ensures availability of adequate change for events; processes checks for officials; prepares ticket reconciliation reports for athletics and other events; balances gate receipts with ticket reconciliation.
• Monitors fundraising activities to ensure forms are approved, monies are properly documented, and reconciliation forms are properly completed at end of fundraiser.
• Processes miscellaneous financial information / documentation; assembles collection log books at beginning of school year and distributes to teachers; provides written / verbal instruction to teachers on procedural changes for new school year; monitors / calculates long distance calls, faxes, and copy usage to charge expenses to proper department / organization; records copier counts from copy machines, prepares copy usage reports, and reconciles copy counts with vendor invoices; maintains 1099 vendor listing and forwards to Central Office at end-of-year; tracks BEP funds to prevent overspending; tracks vending commissions to ensure matching of checks with sales; assists with registration activities, to include compiling spreadsheet of student names, amount of fees paid, and balancing moneys received with spreadsheet data.
• Processes documentation relating to departmental budgets; assists in compiling data and preparing budget documents; works with department heads and principal to compile in-house instructional budget; presents data from previous years, reviews budget requests, discusses budget requests with principal, and determines allocation of funds to various departments; notifies departments of available funds; compiles income / expense data; prepares budget for block grant funds; combines in-house instructional budget and block grant budget to provide a complete school budget and presents to principal for approval; forwards budget to Central Office; performs continual review of budget and account balances to ensure compliance with approved budget.
• Prepares a variety of financial reports, which may include balance sheets, detailed balance sheets, income statements, restricted income statements, bank reconciliation reports, aging reports, or trial balance reports; compiles statistical and administrative data for reports; researches data and makes applicable calculations; reconciles monthly financial reports with bank statements; submits reports to appropriate departments, individuals, or outside agencies.
• Coordinates activities pertaining to audits of school's financial records; prepares for internal audits and provides assistance to auditors as needed.
• Performs a variety of general accounting / bookkeeping functions, such as posting entries to account ledgers, calculating data, balancing / reconciling spreadsheets / reports, reconciling bank statements, researching financial discrepancies, voiding or stopping payment on checks, correcting data errors, generating reports, or maintaining financial records.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer system; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, accounting, attendance, desktop publishing, email, or other software programs; performs basic maintenance of office / computer equipment, such as backing up data or replacing paper, toner, or ribbons; coordinates service / repair activities as needed.
• Maintains file system of various files / records; prepares and sets up files; sorts / organizes documents to be filed; files documents in designated order; retrieves / replaces files.
• Answers telephone calls, greets visitors, or assists individuals at front counter; ascertains nature of business, directs callers / visitors to appropriate personnel, and records / relays messages; provides information / assistance regarding department procedures, forms, or other issues; responds to routine questions / complaints and initiates problem resolution.
• Communicates with supervisor, employees, volunteers, other departments, school officials, teachers, students, parents, vendors, the public, outside organizations, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Follows established procedures for ensuring assigned areas are safe.
• Works collaboratively with administration, principals, secretaries, staff, and other stakeholders.
• Attends work and arrives to work on time.
• Maintains confidentiality.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Uses computers and other technology to enter and access information related to essential job functions.
• Coordinates operation of school bookstore; performs daily opening / closing procedures; provides information and assistance to volunteer workers as needed; ensures adequate stock levels of store merchandise. Monitors inventory levels of departmental equipment / supplies and school store merchandise; ensures availability of adequate materials to conduct work activities; initiates orders for new or replacement items; researches products and obtains competitive bids and price quotes; conducts periodic inventory counts.
• Performs general / clerical tasks, which may include answering telephone calls, typing documents, making copies, sending / receiving faxes, filing documentation, or processing incoming / outgoing mail.
• May assist with clinic activities; takes temperatures of sick / injured children; oversees completion of accident reports; provides minor first aid, such as applying ice or bandages; contacts parents / guardians to pick up sick / injured children; maintains medication records and dispenses medication to students according to policy.
• May operate a motor vehicle to transport banking transactions or conduct various work activities.
• Performs other duties as assigned.

Qualifications

Knowledge / Education / Experience :

Skills / Qualifications :

Compensation :

Salary is based on a combination of relevant education and experience.

Grade D

Salary Scale