Bookkeeper III - PC1984

This position is effective for the 2025-2026 School Year.

Position Title: Bookkeeper III Osbourn High School

Pay Grade: 13 Period of Employment: 12 months

Description Approved/ Revised: 06/2024 FLSA Status: Non-Exempt

Supervised by and/or Reports to: Building Administrator

General Responsibilities: Maintain accurate financial records in accordance with federal state and school board specifications.

Essential Duties:

(This list is intended solely as an illustration of the various types of work performed. The omission of specific duties does not exclude their addition if they are similar to or a logical extension of the position.)

Student Activity Funds

• Manages all funds collected and expended by student activities accounts for the high school as defined by state regulations and School Board Policy and Regulations.
• Prepares deposits from funds received and takes monies to the bank as needed. Maintains detailed files of all revenue received for deposit. Prepares and prints receipts for revenue received by bookkeeper.
• Prints issues and distributes checks for verified orders.
• Manages unclaimed property. Performs due diligence on outstanding checks in accordance with Virginia requirements for reporting of unclaimed property annually. Coordinates submission to state with Department of Finance for centralized reporting.
• Facilitates student activity fund audits including data pulls compliance and reports.
• Prepares bank reconciliations and financial reports. Submits documents to Principal and the Finance Department for review on a monthly basis.
• Manages and oversees student debt. Coordinates student debt collection with Department staff.
• Obtains required W-9 documents from new and existing vendors as needed. Reviews vendor activity for 1099 processing and submits to the Finance Department at the end of each calendar year.
• Manages Fundraisers. Maintains a report of fundraising activity for the school. Confirms status of fundraiser with account sponsors after request has been reviewed by Administration.
• Manages collects and disburses funds for several scholarship programs provided by school for student alumni.
• Assists the Athletic Director with billing and payment disbursement for district and regional tournament events.

School Board Funds

• Assists in budget preparation for the upcoming year. Analyzes prior years expenditures Enters school budget in budget workbooks. Notes pending requests and submits supporting memos and justifications as required.
• Keeps track of proposed budget changes until the budget is finalized.
• Manages travel expenses and reimbursement request ensuring documentation is submitted in accordance with Travel Expense Reimbursement Regulations.

General Duties

• Maintains all financial records on a current and accurate basis.
• Validates proper coding of financial transactions for general ledger posting.
• Interacts with staff students parents administrators vendors Central Office personnel and organizations in relation to financial matters.
• Provides sponsors directors and/or administrators with periodic account analysis and upon request.
• Verifies receipt of purchased items and processes invoices for payment utilizing financial system software.
• Follows up on open purchase orders to ensure full fund utilization.
• Provides training to staff members on cash handling use of P-Card purchase requisitions travel procedures or other processes as requested by Administration.
• Ensures compliance with cash handling procedures. Documents non-compliance and reviews issues with Principal as needed.
• Manages P-card purchases including authorizing use of P-Card in accordance with P-Card purchasing procedures places orders and reconciles monthly P-Card statements. Creates invoicing for P-Card purchases. Submits P-Card reconciliation to Central Office accounts payable in accordance with scheduled due dates.
• Processes purchase requisitions and creates purchase orders measuring availability of funds assigning amounts and obtaining administrative approval. Places orders. Receives packing slips from staff acknowledging receipt of items ordered. Resolves discrepancies or shipment issues with vendors as required.
• Performs collection on all insufficient fund or other returned checks from the bank in a timely manner
• Performs time and leave functions in absence of payroll backup.
• Reviews and revises financial forms and guidelines used at the school on a yearly basis to ensure accuracy.
• Periodically updates the Finance Department page on the schools website.
• Supports teachers sponsors and administration with travel arrangements for student field trips and professional development events.
• Performs other duties as assigned.

Requisite Knowledge Skills and Abilities:

• Thorough knowledge of generally accepted accounting principles (GAAP).
• Ability to maintain financial records and to prepare financial reports accurately.
• Ability to understand and follow verbal and written instructions.
• Ability to effectively communicate verbally and in writing.
• Ability to work independently make informed decisions and meet deadlines.
• Knowledge and use of Excel spreadsheets
• Serve as role model.

Requisite Education and Experience:

• Must possess a high school diploma or equivalent; Associates degree or higher in accounting preferred.
• Must possess an accounting background through either education or work experience.
• Experience with Munis financial system and student activity fund software (Bluebear) preferred.
• Minimum five (5) years of experience in bookkeeping or accounting field.

Physical Requirements:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see read talk hear handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment such as but not limited to: a personal computer calculator copier and fax machine. Some climbing stooping kneeling crouching reaching standing walking pushing pulling lifting grasping or repetitive motions required.

Manassas City Public Schools (MCPS) does not discriminate in employment nor in the provision of educational programs services and activities on the basis of race color religion national origin sex gender identity sexual orientation pregnancy childbirth or related medical conditions age marital status veteran status disability genetic information or any other basis prohibited by law.

This job description is intended to accurately reflect the position activities and requirements. It is neither intended to be nor should it be construed as an all-inclusive list of the responsibilities skills or working conditions associated with the position. The administration reserves the right to modify assign or remove duties as necessary.