School Secretary/Bookkeeper

Job Description

Job Description

Job Description : School Secretary/Bookkeeper (School-Based)

Department: Principal

Last Revised: April 2026

Job Summary

The Secretary/Bookkeeper provides comprehensive administrative and financial support to ensure the efficient operation of the school office. This position is responsible for maintaining accurate financial records, managing school-based funds in compliance with local, state, and federal guidelines, and supporting daily office operations. The role requires strong organizational skills, attention to detail, professionalism, and the ability to interact effectively with students, staff, families, and the public.

Main Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

1. Maintain accurate records of all school financial transactions, including receipts, deposits, disbursements, and account balances.
2. Manage school accounts in accordance with district procedures and applicable state and federal regulations.
3. Reconcile accounts and balances regularly; maintain and balance the general ledger.
4. Prepare and submit financial reports, including monthly, quarterly, and annual summaries as required.
5. Process purchase orders, invoices, and payments in accordance with established procedures.
6. Maintain documentation and files for all financial transactions and ensure proper record retention.
7. Assist the principal and school staff with budget tracking and financial reporting.
8. Serve as the primary point of contact for school office operations, including answering phones, greeting visitors, and providing information.
9. Maintain student and school records, reports, correspondence, and inventories as assigned.
10. Ensure compliance with all applicable policies, procedures, and legal requirements.
11. Maintain confidentiality of all student, personnel, and financial information.
12. Support communication between the school, families, and the district office.
13. Assist with scheduling, correspondence, and general clerical duties as needed.
14. Contribute to a positive school environment by working collaboratively with staff, students, and the community.
15. Perform additional duties as assigned by the principal or designee.

Minimum Education and Experience

• High school diploma or equivalent required.
• Associate degree or additional training in bookkeeping, accounting, or office administration preferred.
• Minimum of one (1) year of experience in bookkeeping, accounting, or office support required; three (2) or more years preferred.
• Demonstrated proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Experience with financial/accounting software and student information systems preferred.
• Strong knowledge of general office procedures and standard office equipment.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Key Competencies

Specific capacities and abilities may be required of an individual in order to learn or perform adequately a task or job duty.

• Financial Management: Knowledge of bookkeeping principles, budgeting, and financial recordkeeping.
• Confidentiality and Integrity: Ability to manage sensitive information with professionalism and discretion.
• Organizational Skills: Strong ability to manage multiple tasks, deadlines, and priorities efficiently.
• Communication Skills: Effective verbal and written communication with staff, students, parents, and the public.
• Attention to Detail: High level of accuracy in financial reporting and recordkeeping.
• Customer Service: Ability to provide a welcoming and professional front office environment.
• Technology Proficiency: Skilled in using office software, financial systems, and digital tools.
• Problem-Solving: Ability to identify issues and implement appropriate solutions within established guidelines.

Physical Demands and Working Conditions

The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the listed functions.

• This position is on-site and requires regular interaction with district and school personnel.
• Physical presence at work is an essential function of this position.
• Regular sitting, standing, walking, speaking, and hearing.
• Frequent use of hands for typing and operating office equipment.
• Occasional lifting of objects up to 25 pounds; frequent lifting and/or carrying up to 10 pounds.
• May require stooping, kneeling, reaching, pushing, or pulling.
• Work is primarily performed in an office environment with occasional evening meetings (Board meetings/workshops)

Terms Of Employment

• Full-time employment
• Salary and benefits in accordance with the Elizabethton City School salary schedule and Board policy.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be a complete list of responsibilities, duties, and skills required of personnel so assigned.