CES - Administrative Assistant / Bookkeeper

Position Type:

Secretarial/Clerical/Administrative Assistant / Bookkeeper

Date Posted:

4/17/2026

Location:

Chilhowie Elementary School

School Administrative Assistant / Bookkeeper

Position Purpose

Under the direct supervision of the principal or other administrator, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

Prepares, copies, and distributes notices, memoranda, or other correspondence for the purpose of informing school employees regarding activities, events, or other work-related matters.

Assists in planning and scheduling school events and activities, and maintains a calendar of school and students' events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.

Assists in maintaining documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.

Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.

Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.

Assist visitors to the office, including students, parents, substitute teachers, and others.

Answers telephone calls, and provides information and assistance to callers.

Distribute incoming mail appropriately; send outgoing mail.

Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into the computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).

Responds to inquiries from students, parents, and employees, providing information, facilitating communication among parties, and/or providing direction.

Provides bookkeeper services; balances and maintains accounts for school activity funds; utilizes school accounting software; prepares bank deposits and reconciles bank statements; prepares audit reports; completes other financial-related tasks not included in this description

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as a personal computer, a copy machine, a fax machine, telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills, and Abilities

Ability to describe problems and work orally or in writing to the supervisor as required.

Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Ability to carry out instructions furnished in written or oral form.

Ability to add, subtract, multiply, and divide, and perform arithmetic operations.

Ability to understand, apply, and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).

Ability to problem-solve job-related issues.

Ability to work with a diverse group of individuals.

Ability to process paperwork accurately according to standardized procedures.

Ability to maintain confidentiality of information regarding students, employees and others.

Organizational and time management skills.

Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

*See the Summary of Physical, Sensory, and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would qualify.

Typical qualifications would be equivalent to:

Graduation from high school.

Some Shorthand or speed writing skills are desirable.

Successful experience with office management preferred.

Successful experience with bookkeeping preferred.

FLSA Status: Non-exempt