Office Support | Data Manager/Bookkeeper

Job title

Office Support Bookkeeper w/ Data Manager Duties

Reports to

Principal

Terms of Employment

Salaried

Salary

State Salary Schedule

FLSA Status

Non-Exempt

Duties and Responsibilities

• Assist Administrators with varied needs

• Receive Daily Deposits and Receipt Books from Teachers

• Provide coverage when needed to give information regarding school operations and handling telephone inquiries and correspondence of a non-technical nature.

• Follow all rules, policies and procedures of Person County Schools, along with state and federal regulations pertaining to school issues.

• Maintain strict confidentiality for all personnel matters.

• Provide assistance and act as a backup for school office operations.

• Strive to maintain and improve professional competence. Participate in development and support of the broad school vision.

• Perform other duties and responsibilities as requested by the Principal(s).

Bookkeeper Duties

• Assures that all school funds are properly received and disbursed while maintaining accurate records

• Prepares and maintains monthly payrolls for all school employees

• Maintains a daily attendance record for all employees

• Secures and assigns substitutes and maintains proper records for payroll

• Verifies leave balances

• Maintains financial records and accepts responsibility for state, local, federal and other allotments

• Ensures expenditures do not exceed the school allotments

• Generates requisitions and purchases orders; maintains inventory of supplies

• Verifies invoices against purchase orders

• Serves as a liaison between employees and payroll specialists to help answer payroll related questions

Data Manager Duties

• Enters and manages student data in PowerSchool, including enrollments, withdrawals, student/teacher/room schedules, transcripts, test scores, immunizations, demographics, etc.

• Monitors the entry of attendance and grades by teachers into PowerSchool. Monitors student absences for correct excused/unexcused coding. Prepares student absence lists and daily absence bulletin. Maintains student sign-in/sign-out logs, based upon directions from the principal. Corresponds with parents concerning student absences and tardiness, including attendance letters per school district procedures. Directs teachers concerning attendance procedures and policies.

• Employs the PowerSchool program to generate reports to satisfy the requirements of Person County Schools, school administrators, local and state government, law enforcement and health agencies, as well as the North Carolina Department of Public Instruction.

• Oversees student entry and withdrawal from the school. Enrolls new students throughout the year. Enters basic student and demographic information. Processes arriving student's cumulative records. Prepares cumulative records for departing students. Withdraws departing student from PowerSchool. Maintains files of arriving/departing students' cumulative records. Copies and sends cumulative records for withdrawing students and maintains a log of students who entered and departed the school throughout the year. Provides home room assignments and schedules (Exception for grades 9-12: high school counselors develop schedules for newly enrolling students).

• Collects data for and prints quarterly report cards.

• Requests cumulative records for new students and sends cumulative records upon request for students exiting. Manages student cumulative records according to federal (FERPA) and district policies and procedures. (Exception for grades 9-12: other clerical staff may be responsible for records duties at the discretion of the principal).

Qualifications

• Associate's Degree Preferred

• Graduation from high school and at least 3 years of experience in an automated office or systems environment or

• Any equivalent combination of training and experience which provides the required knowledge, skills and abilities

Physical Requirements

Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

Must be able to:

• prepare, read and comprehend a variety of job related forms, reports,

spreadsheets, maps, plans, records, documentation and correspondence in all languages required by the job

• understand and conform to all rules of punctuation, grammar, diction and style
• speak to individuals or groups of people with poise, voice control and confidence
• respond adequately to inquiries or complaints
• write using standard convention in all languages required by the job
• apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions
• apply common sense understanding to carry out instructions furnished in

written, oral or diagrammatic form

• communicate effectively and efficiently in all languages required by the job using whatever communication device or system is required (telephone, Braille)
• use/interpret job related terminology, mathematical formulas and functions

effectively and efficiently

• deal with people beyond giving and receiving instructions
• perform under stress, deal with persons acting under stress and adapt when confronted with emergency situations
• be sensitive to cultural differences among individuals and groups of persons
• operate a motor vehicle
• operate/use a variety of automated office machines and other office equipment
• operate/use a variety of printing/graphic arts machines
• operate/use a variety of audiovisual/electronic machines and devices
• operate/use a variety of communication machines/equipment/devices
• operate/use a variety of job specific machines/equipment

Approved by:

Personnel Office

Reviewed:

3/2019; 11/2020; 12/2021