Bookkeeper I PC 2061

Position Title: Bookkeeper I

Pay Grade: 10 Period of Employment: 12 months

Description Approved/ Revised: 6/2024 FLSA Status: Non-Exempt

Supervised by and/or Reports to: Building Administrator

General Responsibilities: Performs general bookkeeping record keeping accounting functions administrative and office clerical duties.

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.)

School Student Activity Funds (SAF)

• Prepares collects documents and deposits funds received in the bank daily.
• Maintains complete detailed files of student activity funds (SAF) Bookkeeping System and prints receipts daily.
• Processes purchase requisitions and purchase orders against student activity funds (SAF) measures availability of funds assigns amounts for various activities and obtains administrative approval before placing orders.
• Pre-audits receiving records invoices and purchase orders verifies their accuracy and follows up on outstanding purchase orders.
• Receives packing slips from staff acknowledging receipt of all items ordered and resolves any discrepancies or issues with shipment with vendors as needed.
• Prepares prints issues checks for verified orders for student activity funds (SAF) Bookkeeping System.
• Prepares bank reconciliations and financial reports and submits documents to the principal and the Finance Department for review on a monthly basis.
• Prints and issues checks for purchase requisitions and purchase orders for verified and approved orders for student activity funds (SAF).
• Collects and maintains accurate records of outstanding debts owed to the school rental fee collections and prepares reports obtain approvals when required.
• Communicates with the principal regarding school finances.
• Reconciles student enrollment with the administrative secretary.
• Obtains required W-9 documents from new and existing vendors as needed.
• Reviews vendor activity for 1099 processing and submits report to the Finance Department annually.
• Manages unclaimed property. Performs due diligence on outstanding checks in accordance with Virginia requirements for reporting of unclaimed property.
• Facilitates student activity fund (SAF) audits yearly to include data pulls in order to meet compliance and generate reports.
• Performs and maintains records issues updated lists and makes collection attempts on all student debts and returned checks from the bank in a timely manner.

School Board Operating Funds

• Processes Purchase Requisitions obtains proper approval measures availability of funds assigns codes and uploads supporting documents; places orders and verifies receipt of purchased items processes invoices for payments.
• Manages P-Card purchases including authorizing use of card in accordance with P-Card purchasing procedures places orders and reconciles monthly P-Card statements.
• Creates invoicing for P-Card purchases. Submits statement reconciliation to Accounts Payable following scheduled due dates.
• Receives packing slips for acknowledgement of items received in order to submit for payment to the Finance Department through the Munis system of P-Card payments.
• Prints year-to-date and various reports for principal weekly or as needed.
• Follows up on purchase orders to ensure full fund utilization.
• Prepares monthly Bank of America P-Card statements for proper coding and accuracy in Munis releases and submits to the Finance Department.
• Manages building use; ensures forms are completed and accurately submitted for approval; collects funds for building use and submit to the Finance Department for further processing.
• Compiles and assists in budget preparation for the upcoming year reviews prior years expenditures notes pending requests and submits supporting documents and justification in Munis.
• Maintains track of proposed budget changes until budget is finalized.
• Manages travel expenses ensuring documentation submitted in accordance with regulations.
• Oversees and manages school PaperCut account.

General Duties

• Maintains all financial records on a current and accurate basis.
• Validates proper coding of financial transactions for general ledger posting.
• Ensures compliance with cash handling procedures. Documents non-compliance and reviews issues with Principal as needed
• Provides training to staff members on cash handling procedures; travel authorization and reimbursement process purchase requests or other processes as requested by administration.
• Interacts with staff students parents vendors administrators and Central Office personnel as it relates to financial matters.
• Performs additional duties as assigned.

Requisite Knowledge Skills and Abilities:

• Considerable knowledge of purchasing guidelines and procedures.
• Ability to prepare and maintain complex records and reports as both hard copies and electronic files.
• Ability to maintain effective working relationships with various departments and the general public.
• Ability to operate office equipment and perform minor repairs of office equipment.
• Ability to work accurately and quickly while maintaining responsibility for large sums of money.
• Ability to learn new technology.
• Ability to initiate tasks work independently make responsible choices and meet deadlines.
• Ability to perform multiple tasks with accuracy.
• Works well under pressure.
• Ability to organize prepare and maintain necessary records.
• Serve as role model.

Requisite Education and Experience:

• Must possess a high school diploma or equivalent (GED).
• Must have a minimum of two (2) years experience in office and/or clerical work including working with financial records.
• Knowledge of Schoolbooks Student Fund Activity software and Munis enterprise resource management system a preferred.

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.