SecretaryBookkeeper- Transportation Department

Position Title: Secretary/Bookkeeper Transportation

Term of Employment: FullTime/12 months

Reports To: Director of Transportation

Pay Information: NC 05

General Statement of Job

The Secretary/Bookkeeper performs a large variety of clerical duties involving interaction with other departments. The Secretary/Bookkeeper functions as a primary support to the Director of Transportation and has a considerable knowledge of basic office tasks and procedures. The Secretary/Bookkeeper also serves as the site Treasurer reporting to the School Finance Officer and has considerable knowledge of accounting. Work is directed by precedents or board policy. The employee utilizes a large variety of guidelines some of which may be technical and require interpretation to analyze facts and determine the correct procedure to use. The employee may develop procedures for nontechnical and noncomplex problems and is expected to resolve problems independently. Errors are generally located only after additional processing thus requiring several stages of correction and may be costly to resolve. Often errors are found at the State or Federal level resulting in lost time and the delay of money or materials. The employee receives general supervision.

Essential Job Functions

• Answer telephone and radio. Respond quickly to calls for vehicle and bus mechanical problems and/or emergencies by dispatching mechanics for road repairs.
• Inputs completed 30 day inspection and preventative maintenance work orders in BSIP.
• Identifies sources needed and compiles a variety of data.
• Codes data from a complex and/or large number of coding sources.
• Traces and reconciles disagreements in records.
• Maintains a variety of complex ledgers.
• Receives receipts and deposits all monies on a daily basis.
• Processes purchase orders.
• Processes invoices for payments writing all checks.
• Keeps all books and accounting records required.
• Reconciles bank statements.
• Submits reports of all financial transactions to the School Finance Officer on a monthly basis.
• Closes out all accounting records at yearend including yearend schedules and reports as required.
• Responsible for payroll reporting for all staff at the work site on a daily basis.
• Responsible for payroll submission to the district on a prescribed monthly schedule.
• Sets up and maintains files or storage of a large and varied number of subjects.
• Files and retrieves information from an alphabetical chronological numerical or by subject filing
• system.
• Purges files by prescribed procedure.
• Operates a large variety of standard office equipment.
• Originates design and layout and types tabular material charts and statistical materials.
• Locates identifies and gives out appropriate and accurate information.
• Composes drafts of official minutes records or policies.
• Composes narrative materials with interpretative information relating to one or few program area(s).
• Performs other duties as deemed appropriate and assigned by the supervisor

Knowledge Skills and Abilities

• General knowledge of school bus transportation and school routines.
• Ability to work with multiple employees daily such as mechanics bus drivers and other school system employees concerning a wide range of tasks relating to vehicle maintenance.
• Knowledge of vehicle maintenance and repairs including parts recognition and utilization.
• Knowledge of Bus Systems Information Portal (BSIP) the online State inventory system is preferred.
• Considerable knowledge of and ability to use grammar vocabulary spelling and punctuation.
• Considerable knowledge of office practices and procedures.
• Considerable knowledge of bookkeeping.
• Some knowledge of accounting techniques and procedures.
• Skill to operate a computer and 10key calculator.
• Ability to compile and summarize information.
• Ability to access information through a computer network or from a mini or mainframe computer.
• Ability to use moderately complex word processing or spreadsheet software programs.
• Ability to reconcile divergent entries.
• Ability to learn interpret and explain policies regulation and programs.
• Ability to resolve problem situations.
• Ability to schedule variable work.

Minimum Training and Experience

• High School Diploma or GED Required; Associate or Higher Degree Preferred.
• Experience supporting a high level administrator or possession of general accounting knowledge with an emphasis on payroll reporting accounts payable and purchase orders is preferred.

Minimum Qualifications or Standards Required to Perform Essential Job Functions

• This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting speaking or hearing using hands to finger handle or feel and repetitive motions and occasionally requires standing walking stooping kneeling crouching or crawling reaching with hands and arms pushing or pulling and lifting.
• Work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data operating machines and observing general surroundings and activities.
• Work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office light traffic).

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees to this job.